Administrator | Chicksands & Henlow

VIVO Defence Services; Shefford; Hybrid; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Hybrid work structure

Job summary

VIVO Defence Services is seeking an organised Administrator to support two RAF sites in Chicksands & Henlow. You will coordinate maintenance activities, manage work orders, purchase orders and documentation, and produce reports for the Service Manager and Built Estate Manager.

Ideal candidates will be highly organised, data-driven, and proficient in Microsoft Office. A full UK driving licence and BPSS clearance are required, with a hybrid two-site pattern and flexible scheduling.

Qualifications

• Experience in administration, ideally in facilities management or operations.
• Highly organised with ability to prioritise a varied workload.
• Excellent Microsoft Office skills, especially Excel and Word.
• Full UK driving licence and access to own vehicle.

Responsibilities

• Raise and close work orders.
• Create and issue job packs.
• Raise purchase orders and maintain records.
• Maintain spreadsheets and generate operational reports.
• Organise meetings and take minutes.
• Liaise with managers, contractors and DIO representatives.
• Support two-site operations (Chicksands & Henlow).

Skills

Microsoft Office

Organisational skills

Tools

Maximo

CAFM

Job description

Who We Are

VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.

Job Req ID: 313185

Posting Start Date: 26 Oct 2026

Location: Shefford, Bedfordshire, GB, SG17 5PR

Contract Type: Full Time

What We Do

We put our Customers and Families First. They are the driving force behind everything we do. We drive forward improvements for them to ensure the service they receive, whether reactive repairs or a major project, is completed safely and on time. In order to achieve this, we have 4 core values: open, caring, agile and collaborative. These are at the heart of everything we do.

Contract

Full Time, Permanent

Location

Covering RAF Chicksands & RAF Henlow

Working Hours

37.5 hours per week, Monday to Friday, 8:00am – 4:30pm

Be the Organised Force Behind Operational Excellence

Are you an organised, proactive administrator looking for a varied role where you can make a real impact every day? Do you enjoy supporting busy operational teams, building strong relationships with customers and contractors, and ensuring everything runs smoothly behind the scenes?

We're looking for an enthusiastic Administrator to support the delivery of facilities management services across our Chicksands & Henlow sites. As the sole administrator supporting both locations, you'll become an integral part of the team, providing essential support to the Service Manager and Built Estate Manager while helping to ensure the smooth delivery of services across the contract.

This is a dual-site role covering locations approximately 22 miles apart. Your working pattern will generally be split between the two sites, typically spending three days at one location and two days at the other, depending on operational requirements.

Your work location will be planned in advance, so there is no requirement to travel between sites during the working day.

The Role

No two days are the same in this busy and rewarding position. You will provide comprehensive administrative support to the operational team, ensuring that maintenance activities are coordinated efficiently and accurately. Working closely with managers, contractors and Defence Infrastructure Organisation (DIO) representatives, you will play an important part in delivering an excellent customer experience.

Your day-to-day responsibilities will include raising and closing work orders, creating and issuing job packs, raising purchase orders, maintaining spreadsheets and producing reports to support operational performance. You'll also manage stationery orders, printing, scanning, filing and maintaining accurate records, ensuring documentation is always up to date and compliant.

You’ll organise and support weekly and monthly management meetings, preparing agendas and taking accurate minutes, while tracking actions to help ensure successful delivery of key objectives. As you'll regularly welcome contractors, DIO representatives and other visitors to site, you'll be confident communicating with a wide range of stakeholders and providing a professional first point of contact.

Experience using Maximo or a similar Computer-Aided Facilities Management (CAFM) system would be highly advantageous, as you'll be supporting the administration of maintenance activities and helping to keep operational systems up to date.

About You

We’re looking for someone with previous administration experience, ideally gained within facilities management, property, engineering or another operational environment. You will be highly organised, able to prioritise a varied workload and comfortable working independently while supporting a busy team.

You’ll have excellent Microsoft Office skills, particularly in Excel and Word, and enjoy working with data, reports and spreadsheets. Strong attention to detail is essential, together with the ability to communicate professionally with colleagues, customers, contractors and clients at all levels.

Most importantly, you’ll bring a positive, proactive attitude, enjoy building strong working relationships and take pride in delivering an outstanding level of administrative support.

A full UK driving licence and access to your own vehicle are required due to the location of the sites, which are not accessible by public transport.

The successful candidate must also be able to successfully obtain BPSS (Baseline Personnel Security Standard) Clearance before starting employment.

Why Join Us

This is an excellent opportunity to join a supportive and collaborative team where your contribution will genuinely make a difference. As the dedicated administrator for two key sites, you'll enjoy a varied role with plenty of responsibility, working closely with operational managers, contractors and clients to help deliver high-quality facilities management services.

If you’re looking for a rewarding administration role where your organisation, communication and problem-solving skills will be truly valued, we’d love to hear from you.

VIVO Defence Services

The role you have applied for is with VIVO Defence Services, a joint venture between Serco and EQUANS. By applying for this role, please be aware that information contained within your CV may be shared between VIVO Defence Services, Serco and EQUANS during the recruitment process.

At VIVO, we are committed to building a diverse and inclusive organisation that supports the needs of all. Therefore, we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool.

We are open to discussions around flexibility and flexible working and operate a hybrid work structure in many of our business areas. We are proudly a Disability Confident Leader. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.