Project Coordinator | Larkhill

VIVO Defence Ltd; Salisbury; Hybrid; GBP 28,000 - 30,000; Full time

Benefits offered by this job

Up to 6% contributory pension scheme

25 Days annual leave plus bank hols

Volunteer leave

One paid professional subscription

Life Assurance Policy

Job summary

VIVO Defence Services is seeking a Project Coordinator for our Larkhill office. You will manage documentation, ensure timely submission of records, and maintain MAXIMO and SharePoint with compliant paperwork from suppliers and delivery teams.

You will support financial accuracy, prepare performance reports in Excel, and liaise with suppliers and managers to resolve issues and keep projects on track. The role offers a hybrid working structure and opportunities within a Defence-focused services

Qualifications

• NVQ Level 2 in Administration or equivalent experience.
• Strong data management and administrative skills with attention to detail.
• Excellent communication skills and ability to work under pressure.

Responsibilities

• Manage documentation and ensure timely submission of Commercial records.
• Maintain MAXIMO and SharePoint with compliant paperwork from suppliers and delivery teams.
• Support financial accuracy by checking supplier and client payment records and resolving anomalies.
• Prepare and maintain performance reports using Excel and MAXIMO; communicate with stakeholders to keep projects moving.
• Assist audits, assurance checks, and corrective actions; help with IT developments and system testing.

Skills

Data management

Administrative skills

Communication

MS Office

Education

NVQ Level 2 in Administration

Tools

MAXIMO

SharePoint

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.

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: Office Based, Larkhill

Working Hours: Monday to Friday (8:00AM to 5:00PM)

Salary: £28,000 to £30,000 dependent on experience

Are you an organised, detail-driven professional who thrives on keeping projects running smoothly? Do you want to play a key role in delivering essential infrastructure and facilities management services to the UK Defence Sector? If so, this could be the perfect opportunity for you.

At VIVO Defence Services we're looking for a Project Coordinator to join our growing team and help us ensure projects are delivered efficiently, compliantly, and to the highest standard.

What you'll be doing

As a Project Coordinator in our Larkhill office, you'll be at the heart of our Billable Works process. You'll manage documentation and ensure the accurate and timely submission of Commercial records in line with client policies. You'll maintain our systems, including MAXIMO and SharePoint, with compliant paperwork from suppliers and delivery teams. You'll support financial accuracy by checking supplier and client payment records, resolving anomalies, and ensuring compliance.

The role also involves preparing and maintaining performance reports using Excel, MAXIMO, and other tools. You'll communicate with suppliers, delivery teams, and managers to resolve issues and keep projects moving forward. Supporting management with audits, assurance checks, and corrective actions will form part of your responsibilities, along with assisting on IT developments, system testing, and helping to identify smarter, more efficient ways of working.

What we're looking for

We are looking for someone with an NVQ Level 2 qualification (or equivalent experience) in Administration, or proven practical experience. You will have strong data management and administrative skills, with a keen eye for accuracy and detail. The ability to prioritise tasks under pressure and meet tight deadlines is essential. Strong communication skills and the confidence to challenge non-compliant paperwork are also important, as is the ability to work collaboratively as part of a team.

You should have good IT skills, particularly in Word, Excel, and SharePoint. Experience with MAXIMO or in a commercial or project environment would be an advantage but is not essential.

We offer;

• Up to 6% contributory pension scheme
• 25 Days annual leave plus bank holidays
• Volunteer leave
• One paid professional subscription
• Life Assurance Policy

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.