Administrator | Menwith Hill

Vivo Defence; Harrogate; On-site; GBP 27,000 - 37,000; Full time

Benefits offered by this job

Pension scheme (6%)

25 days annual leave + bank holidays

Volunteer leave

Rewards and recognition scheme

Professional subscription

Job summary

Vivo Defence seeks a CAFM Administrator to work on-site at RAF Menwith Hill. You will create, manage and close Planned Preventive Maintenance tasks and reactive work orders using CAFM software, with IBM Maximo experience highly advantageous.

You will develop schedules to SFG20 standards, produce progress reports, and support multiple departments. You will assist with requirements gathering for system improvements, help CAFM users, and contribute to SLAs and KPIs.

Qualifications

• Experience in administration roles.
• Proficiency in Word and Excel for reporting and data management.
• Experience using CAFM systems such as IBM Maximo is highly desirable.

Responsibilities

• Create, manage and close Planned Preventive Maintenance tasks.
• Manage work orders, schedules and resources.
• Produce clear reports on task progress, asset status and compliance.
• Provide day-to-day support to CAFM system users and resolve issues.
• Gather requirements for system improvements and ensure efficient workflows.
• Assist the Site Manager with weekly/monthly reporting.
• Take minutes for meetings and track actions.

Skills

Administration experience

Microsoft Word

Microsoft Excel

CAFM systems

IBM Maximo

Tools

IBM Maximo

CAFM system

Job description

As a CAFM Administrator working in a team of 2 on site at RAF Menwith Hill, you will be responsible for creating, managing, and closing Planned Preventive Maintenance tasks as well as reactive and remedial work orders. You will use CAFM software to manage work orders, schedules, and resources, with experience in IBM Maximo being highly advantageous. A key part of the role will involve developing and maintaining task schedules in line with SFG20 standards to ensure full compliance and operational efficiency. You will provide day-to-day support to CAFM system users, responding to queries and resolving issues as they arise. Working closely with a range of departments, you will help gather requirements for system improvements and ensure workflows remain efficient and effective. Maintaining accurate records within the CAFM system will be essential, along with producing clear and reliable reports on task progress, asset status, and compliance. As part of the Helpdesk Team, you will help build strong client relationships and support the delivery of service-level agreements and KPIs. You will also assist the Site Manager with the preparation of weekly and monthly reports and work closely with Technical Services Managers to help them achieve their performance targets. From time to time, you will be required to take minutes for meetings and ensure actions are captured and followed up.

To be successful in this role, you will have previous experience in Administration. You will have proficiency in Microsoft Word and Excel for reporting and data management. Experience using IBM Maximo or a comparable CAFM system is strongly desirable. Strong organisational skills, excellent attention to detail, and the ability to manage multiple priorities are critical to succeeding in this role.

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

• Up to 6% contributory pension scheme
• 25 days annual leave plus bank holidays
• Volunteer leave
• Established reward and recognition scheme
• One paid professional subscription
• Life Assurance Policy
• Employee discount and reward schemes