Administrator | HMS Collingwood

VIVO Defence Services; Gosport; On-site; GBP 22,000 - 28,000; Full time

Job summary

VIVO Defence Services is seeking a proactive Site Administrator to join the HMS Collingwood operations in Gosport. This 37-hour, office-based role supports the Built Estate Manager and the wider site team with day-to-day administration, records, reports and stakeholder coordination.

You will manage visitor bookings, minutes from meetings, and assist with contractor coordination, while ensuring security and data accuracy.

Qualifications

• Strong IT and data management skills are essential.
• Experience with CAFM systems and Maximo is valuable.
• SC Clearance required for the role.
• Ability to work independently within a wider team.

Responsibilities

• Manage site administration and maintain accurate records.
• Produce reports and data for the Built Estate Manager.
• Book visitors and coordinate contractors and subcontractors.
• Attend monthly meetings and take accurate minutes.

Skills

IT skills

Data management

CAFM systems

Maximo

Tools

Microsoft Office

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: 312809

Posting Start Date: 12 Oct 2026

Location:

Gosport, Hampshire, GB, PO12 3BY

Contract Type: Full Time

Job Advertisement:

Who We Are

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

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.

Location: HMS Collingwood

Working Hours: 37 hours per week, Monday to Friday

Contract: Full Time, Permanent

Join VIVO Defence and play a key role at the heart of our operations at HMS Collingwood

We’re looking for an organised, proactive and confident Site Administrator to join our team at HMS Collingwood. This is a varied, fast-paced role offering the opportunity to become an integral part of a close-knit operational team supporting the delivery of essential services across the Defence estate.

This is a 100% office-based position

working 37 hours per week, Monday to Friday.

As the sole Administrator within a team of six, this position will provide essential day-to-day support to the Built Estate Manager, Area Manager and wider site team. The role will be central to keeping site activities organised, information accurate and communication flowing between VIVO, customers, contractors and Tier 1 subcontractors.

There is plenty of variety. Responsibilities will include managing site administration, maintaining accurate records, producing reports and data, booking visitors on and off site and supporting the coordination of contractors. The Site Administrator will also attend monthly customer and client meetings, taking accurate minutes and maintaining action logs, alongside interacting directly with customers on a daily basis.

What you’ll need;

Strong IT and data management skills will be important, with proficiency in CAFM systems and Maximo particularly valuable. The role will also involve preparing monthly Planned Preventative Maintenance information, monitoring activities and supporting the team to ensure deadlines, contractual requirements and service standards are achieved.

We’re looking for someone with administration experience who is comfortable working independently while being an active part of a wider operational team. The ability to prioritise a varied workload, communicate professionally with different stakeholders and maintain excellent attention to detail will be essential.

Previous experience within facilities management, construction, property maintenance or a Defence environment would be advantageous. Developed Microsoft Office skills are required, with experience using Maximo or CAFM systems being desirable.

Due to the environment in which this role operates, the successful candidate will be required to obtain and maintain SC Clearance.

For someone who enjoys being at the centre of a busy site, building relationships and making sure everything behind the scenes runs smoothly, this is an excellent opportunity to join VIVO Defence and become a valued part of the team at HMS Collingwood.

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.