Administrator | West Moors

VIVO Defence Services; Wareham; Hybrid; GBP 23,000 - 29,000; Full time

Job summary

VIVO Defence Services, West Moors-based, is seeking an Administrator to support the Area Manager and Site Management teams. You will help coordinate Billable Works, maintain trackers, raise Purchase Orders, and ensure day-to-day operations run smoothly.

This role requires strong organizational skills, experience in administration, and proficiency with Microsoft Office and CAFM systems. A UK driving licence and the ability to manage multiple priorities are essential.

Qualifications

• Experience in administration and office coordination.
• Strong written and verbal communication and customer service skills.
• Proficient in Microsoft Office and CAFM software.
• Full UK driving licence.

Responsibilities

• Provide comprehensive admin support to Area Manager and Site teams.
• Maintain trackers and raise Purchase Orders for Billable Works.
• Coordinate site access, reports, agendas, minutes, and safety documentation.
• Liaise with contractors, supply partners and customers.
• Cover other admin roles across the SDA when required.

Skills

Administration experience

Microsoft Office

Driving licence (UK)

Communication skills

Customer service skills

Attention to detail

Tools

CAFM systems

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: 312510

Posting Start Date: 18 Sept 2026

Location:

West Moors, Dorset, GB, BH20

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.

Contract:

Full Time, Permanent

Location:

West Moors – Site Based

Working Hours:

37.5 hours per week, Monday to Friday

Salary:

£26,000 per annum

Are you an organised, proactive professional who enjoys building relationships, coordinating multiple priorities and making things happen? Do you thrive in a busy operational environment where no two days are the same?

We're looking for a Administrator to join VIVO Defence Services, with West Moors as the base location.

Working closely with our Area Manager and Site Management teams, you'll play an important role in supporting the delivery of facilities management and Billable Works across the Defence estate.

You'll help coordinate activity between operational teams, Supply Partners, contractors and customers, ensuring work progresses effectively and the team has the administrative and operational support it needs.

About The Role

As Administrator, you'll provide comprehensive support to the Area Manager and Site Management teams, helping to keep day-to-day operations running efficiently.

A key part of your role will be supporting the Billable Works process, including maintaining trackers, engaging with Supply Partners and raising Purchase Orders.

You'll also support the allocation and closure of planned preventative maintenance (PPM) and reactive tasks, coordinate site access and passes, and help ensure information is accurately maintained within our systems.

This is a varied role where you'll regularly engage with Service Delivery Managers, Built Estate Managers, Customer Service Advisors, contractors, Supply Partners and other internal and external stakeholders.

Alongside your operational responsibilities, you'll coordinate appointments and meetings, manage visitor and gate access, prepare reports, agendas, action logs and meeting minutes, maintain Health & Safety documentation and filing systems, organise office supplies and PPE, and provide wider administrative support across the Site Delivery Area (SDA).

You'll also provide cover for other administration roles across the SDA when required.

What We're Looking For

We're looking for someone who enjoys being at the centre of a busy operational environment and takes pride in providing a high-quality service.

You'll be highly organised, adaptable and comfortable managing competing priorities while maintaining excellent attention to detail and building positive working relationships with a wide range of stakeholders.

You'll ideally have:

• Previous experience in administration
• Good working knowledge of Microsoft Office
• Experience using CAFM systems
• A full UK Driving Licence
• Strong administration and organisational skills
• Excellent communication and customer service skills

Experience within facilities management, construction, engineering or a similar operational environment would be advantageous.

Because this role supports activity across the Defence estate, you'll also need to meet the relevant security and site-access requirements.

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.