BW Administrator | Larkhill

Vivo Defence; Larkhill; On-site; GBP 28,000 - 35,000; Full time

Job summary

A facilities management company is seeking a highly organised and proactive Billable Works Coordinator based in Aldershot. In this role, you will provide essential administrative support to the Damp and Mould team, manage data, and ensure communication with military families. The ideal candidate will have excellent Microsoft Excel skills and the ability to work independently. Benefits include a contributory pension scheme and generous annual leave. Apply now to make a difference in supporting works across the Defence estate.

Benefits

Up to 6% contributory pension scheme

25 Days annual leave

Volunteer leave

One paid professional subscription

Life Assurance Policy

Employee discount and reward schemes

Qualifications

• Excellent data management and reporting skills.
• Strong command of Microsoft Excel to present information.
• Outstanding communication skills with a professional disposition.

Responsibilities

• Manage data and collate repair reports for projects.
• Act as first point of contact for military families.
• Support project delivery through clear communication.

Skills

Data management

Microsoft Excel

Communication skills

Organisational skills

Initiative

Tools

Microsoft Office

Maximo applications

Job description

We are seeking a highly organised and proactive Billable Works Coordinator to join our team based in Aldershot. This is an exciting opportunity to play a vital role within our Billable Works function, providing essential administrative and coordination support to the Damp and Mould team and the wider Billable Works department. In this role, you will take ownership of managing data, collating repair reports, and compiling information to support the delivery of small works projects. You will manage the team's inbound email inbox, distributing work enquiries from Pinnacle to the appropriate Small Works Manager and ensuring information is captured accurately and efficiently. You will also be the first point of contact for military families, communicating professionally over the phone to gather details and provide updates. Working directly with Tier 1 contractors, you will ensure clear communication and timely progress on all projects. You will work closely within a small team of three, whilst also working with the wider team across the SW and SE. You will be managing your own workload and priorities. The role is entirely office based, Monday to Friday, 8:00am to 5:00pm, with occasional travel required across the Southeast and Southwest for meetings or training.

The ideal candidate will be confident, professional, and well‑organised, with the ability to work independently and use their initiative. You will have excellent data management and reporting skills, with a strong command of Microsoft Excel to collate, analyse, and present information clearly. You should possess outstanding communication skills, both written and verbal, with a professional and approachable manner when dealing with clients, contractors, and military families. Attention to detail, reliability, and the ability to prioritise tasks in a busy environment are essential. You should be proficient in all Microsoft Office packages. Experience using Maximo applications would be advantageous, as would previous experience in a facilities, maintenance, or project coordination environment. The ability to obtain and maintain BPSS clearance is required. This site is not accessible by public transport, so it is highly advantageous that you have a full UK drivers licence. If you are an organised and confident administrator who thrives in a dynamic environment and enjoys building professional relationships, we would love to hear from you. Apply today to join VIVO and make a real difference in supporting the delivery of essential works across the Defence estate.

About VIVO

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

Benefits

• Up to 6% contributory pension scheme
• 25 Days annual leave
• Volunteer leave
• One paid professional subscription
• Life Assurance Policy
• Employee discount and reward schemes