Project Support Coordinator

VIVO Defence; England; On-site; GBP 60,000 - 80,000; Full time

Job summary

A defence services provider is seeking a Project Support Coordinator based in MOD Lyneham to assist project teams. This full-time role focuses on administrative support and management of commercial documentation. Candidates should have experience in project coordination, strong IT skills, particularly in Excel, and will work closely with various stakeholders. The position offers opportunities for experience within the Defence sector and comes with an attractive benefits package, including a contributory pension scheme and annual leave.

Benefits

Contributory pension scheme

25 days annual leave plus bank holidays

Volunteer leave

One paid professional subscription

Life Assurance Policy

Qualifications

• Previous experience in a project coordinator or administrative role.
• Ability to prioritize tasks to meet tight deadlines.
• Strong IT skills in Microsoft Excel and Word.

Responsibilities

• Provide administrative and data entry support for Billable Works.
• Ensure timely submission of commercial documentation.
• Maintain MAXIMO records and assist with reporting.

Skills

Project coordination

Data processing

Microsoft Excel (V-LookUps, pivot tables)

Communication

Teamwork

Tools

MAXIMO systems

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

MOD Lyneham, 100% office based

Working Hours

Monday to Friday, 37.5 hours per week

Here at VIVO we are seeking a Project Support Coordinator to support our Billable Works project teams based at MOD Lyneham. This role is central to ensuring the effective, compliant, and timely submission of commercial documentation, while also supporting continuous improvement, assurance activities, and accurate management information.

Reporting to a Senior Project Manager, the Project Support Coordinator will work closely with Project Managers, delivery teams, suppliers, and stakeholders. The role provides a varied workload and excellent exposure to commercial processes, systems, and project delivery within the Defence environment.

About the Role

The key purpose of the role is to provide administrative and data entry support linked to Billable Works in line with client standards and VIVO policies. The postholder will be responsible for updating MAXIMO records with compliant supplier documentation, ensuring supplier and client payment requests are accurately recorded, and querying any commercial anomalies to achieve prompt resolution.

The role also involves preparing and maintaining reports using Excel, MAXIMO, and other bespoke systems, supporting assurance checks and corrective actions, maintaining SharePoint records, and assisting with formal meetings, complaints resolution, and system development testing.

What you'll need;

The successful candidate have previous experience in a project coordinator or administrative role. This should include experience in data processing and management, prioritising tasks to meet tight deadlines, working effectively as part of a team, and communicating clearly with a range of stakeholders.

Strong IT skills, particularly in Microsoft Excel including V-LookUps and pivot ables, and Word, are essential.

Experience with MAXIMO systems or CAFM systems is highly desirable.

This role is based at Lyneham and supports a regional Senior Project Manager and a team of Project Managers delivering a wide range of Billable Works projects. It offers an excellent opportunity to build experience within a growing organisation delivering critical services to the UK Defence sector.

If you are highly organised, detail-oriented, and motivated by supporting successful project delivery, we would welcome your application.

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.