Small Works Coordinator | West Byfleet

VIVO Defence Services; Gillingham; Hybrid; GBP 30,000 - 35,000; Full time

Benefits offered by this job

Up to 6% contributory pension scheme

25 Days annual leave plus bank-holiday

Volunteer leave

One paid professional subscription

Life Assurance Policy

Employee discount and reward schemes

Training opportunities and career QI

Job summary

VIVO Defence Services is seeking a Small Works Coordinator to oversee refurbishment and maintenance projects in a busy West Byfleet team. You will plan, coordinate and monitor works, raising POs and processing invoices while maintaining accurate asset information in our CAFM system.

You will communicate with contractors, internal teams and clients to ensure on-time delivery, high standards and clear progress updates. Applicants with housing or maintenance experience are welcome.

Qualifications

• Administrative experience in a busy, multi-functional environment.
• Proficient in Microsoft 365, particularly Excel.
• Familiar with CAFM systems and data management.

Responsibilities

• Manage small refurbishment projects from start to finish.
• Plan work, monitor progress and keep stakeholders informed.
• Raise purchase orders and process invoices; maintain asset data.
• Coordinate with contractors, colleagues and clients and resolve issues.
• Report on performance and ensure processes and documentation are followed.

Skills

Microsoft 365

Excel

Communication

Organisation

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.

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 Byfleet, KT14 6EY

Working Hours: Monday to Friday, 8:00AM to 5:00PM

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

Ready to make a real impact in a role where no two days are the same? VIVO Defence Services is on a mission to deliver first-class infrastructure and housing services to the UK Defence sector. With a brand-new 7-year contract supporting over 27,000 homes across the South of England, we’re growing rapidly – and we’re looking for a Small Works Coordinator to join our passionate, purpose-driven team based in West Byfleet.

This is your chance to be part of something meaningful. Working alongside our Area Manager, you’ll take responsibility for coordinating small refurbishment and maintenance projects, ensuring they are delivered efficiently, on time, and to a high standard. In this role, you will support military personnel, their families, and the wider community — work you can genuinely take pride in.

What You’ll Be Doing

As a Small Works Coordinator, you’ll manage projects from start to finish. You’ll plan work, monitor progress, and make sure that stakeholders stay informed throughout. You’ll be responsible for raising purchase orders, processing invoices, and maintaining accurate asset information within our CAFM system.

You’ll communicate with contractors, internal colleagues, and clients regularly, responding to queries, providing updates, and helping to resolve any issues that arise along the way. You’ll also report on performance and progress, ensuring that each project follows the correct processes and documentation standards.

This is a hands on, collaborative role where strong organisation, accuracy, and communication will be key.

What You’ll Bring

You’ll have previous administrative experience and be comfortable working in a busy, multi-functional environment. You’ll be highly proficient in Microsoft 365, particularly Excel, and familiar with CAFM systems. You’ll enjoy working with people, building relationships and ensuring information flows smoothly between teams and partners.

You’ll be adaptable, confident in managing your own workload, and able to stay calm under pressure. The ability to problem‑solve and think ahead will help you thrive in this role.

Experience in housing, property services or maintenance environments is desirable, and we welcome applicants with military or ex‑military backgrounds.

You are someone who takes pride in doing things well. You value accuracy, care about quality, and enjoy being part of a supportive and positive team culture. You’re flexible, trustworthy, thoughtful in your approach, and confident in your communication. You look for solutions, take ownership, and contribute to a working environment where everyone can succeed.

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
• Interesting, varied, and enjoyable work
• A company that recognises your contribution
• Training opportunities and qualifications within a supportive environment to ensure career progression

VIVO Defence Services is 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.