Small Works Coordinator | Portsmouth (7 Month FTC)

VIVO Defence Services; Portsmouth; On-site; GBP 30,000 - 35,000; Full time

Benefits offered by this job

Up to 6% contributory pension scheme

25 Days annual leave + bank holidays

Volunteer leave

One paid professional subscription

Life Assurance Policy

Employee discount and reward schemes

Job summary

VIVO Defence Services is seeking a highly organised Small Works Coordinator to join our team in Portsmouth. You will manage smaller refurbishment and maintenance projects, coordinate resources, liaise with contractors and clients, and maintain purchase orders and project trackers to ensure on-time delivery.

Key duties include preparing progress reports for stakeholders, solving problems as they arise, and upholding a collaborative, fair, and proud culture across the team.

Qualifications

• Previous experience in administrative or project coordination roles.
• Strong communication and organisational skills.
• Experience with Microsoft 365 and CAFM or project management tools.

Responsibilities

• Coordinate resources and liaise with contractors, clients and internal teams.
• Raise purchase orders, manage invoices and maintain project trackers.
• Provide progress updates and reports to stakeholders to ensure deadlines are met.

Skills

Organisational skills

Project coordination

Communication skills

Resilience

Tools

Microsoft 365

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: 313363

Posting Start Date: 5 Nov 2026

Location: Portsmouth, Hampshire, GB, PO2 9PJ

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, 7 months fixed term contract

Location

100% office based in Portsmouth, PO1 2NS

Working Hours

40 hours per week, Monday to Friday

Salary

£30,000-£35,000 per year dependent on experience

Are you an organised problem-solver with a talent for keeping projects moving and people connected? Do you thrive in a fast-paced environment where no two days are the same? If so, we’d love to hear from you.

VIVO Defence Services – a joint venture between Serco and Engie – has been awarded a 7-year contract to deliver repairs, maintenance, and refurbishment projects across 27,000 homes in the South of England. We’re now looking for a Small Works Coordinator to join our growing team and help deliver essential accommodation services for those who serve our nation.

About The Role

Reporting to the variety of managers within the business, as a Small Works Coordinator, you will ensure smaller refurbishment and maintenance projects are delivered smoothly, on time, and to the highest standards. You will coordinate resources and liaise with contractors, clients, and internal teams, while also raising purchase orders, managing invoices, and keeping project trackers up to date.

Clear communication will be a key part of your role, as you provide progress updates and reports to stakeholders. You will also be expected to solve problems as they arise, ensuring deadlines are achieved without compromise, and to contribute to a culture of collaboration, fairness, and pride across the team.

What We’re Looking For

We are looking for someone who is highly organised, confident in managing multiple priorities, and able to work effectively under pressure. You should have experience using Microsoft 365 and be familiar with CAFM or other project management systems. Strong communication skills are essential, as you will need to build positive relationships with colleagues and contractors. Resilience, adaptability, and the ability to find practical solutions are also key to success in this role.

To be successful, you will need previous experience in an administrative or project coordination role, along with a strong working knowledge of Microsoft 365. Experience with CAFM systems is essential. It would be an advantage if you have a background in housing or accommodation services, or if you have ex-military experience or familiarity with MOD estates.

We offer

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

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.