Project Administrator - Stonehouse Barracks





VIVO, a 50:50 joint venture between Serco and EQUANS, has been awarded places on the Defence FM and Housing Maintenance framework contracts. 

VIVO embodies both experience and innovation. It combines Serco's comprehensive track record delivering engineering, technical and FM services to the UK MOD for over 55 years with EQUANS' market leading FM, energy, asset optimisation and regeneration capabilities. 


Job title: Project Administrator

Permanent role, 8am-4.30pm Mon-Fri

Location: Stonehouse Barracks, PL1 6

Salary: Competitive


The role will be part of a Project team reporting into a Senior Project Manager and will work closely with our delivery teams and Suppliers to provide administrative and data entry support for the effective, compliant, and timely submission of Commercial documents linked to Billable Works in accordance with client standards and policies.



Key Responsibilities:

  • Provide administrative and data entry support for the effective, compliant, and timely submission of Commercial documents linked to Billable Works in accordance with client standards and policies.
  • Update MAXIMO records with correct and compliant paperwork as received from our Suppliers
  • Ensure all Supplier payments and client payment requests are recorded correctly in the MAXIMO solution
  • Query any Commercial anomalies either through the VIVO delivery team or direct with Suppliers when non-compliant paperwork is submitted with a view to promptly resolve all issues
  • Preparation and maintenance of reports as required by management utilising MS Excel, MAXIMO or other bespoke IT systems to monitor business performance.
  • Comply with the Billable Works Sharepoint document filing system in accordance with Vivo policy.
  • Support management in providing accurate data to support Billable Works assurance checks and to resolve any corrective actions that may arise.
  • Answer all incoming telephone calls promptly and professionally.
  • Support management in formal meetings including booking suitable facilities, confirming site access for non-pass holders, recording attendance, and producing accurate minutes and action logs
  • Assist in the resolution of complaints in a timely and satisfactory manner.
  • Support the IT department with on-going system developments including testing of new updates and bug fixes.
  • Support the team to ensure that all works are delivered efficiently and economically to promote a profitable business for Vivo.



What you'll need to do the role:

  • NVQ level 2 qualification in Administration, a related discipline or equivalent experience such as demonstrable practical experience including
    • Data processing and management
    • Advanced Excel skills, particularly around Lookups and pivot tables (essential)
    • Prioritising tasks to meet tight deadlines
    • Ability to work as part of a team
    • Sound communication skills


Location will be site based.

You must be able to pass SC Clearance to be considered for this role.


    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 Employer. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. If candidates wish to request extra time to apply then they should contact 0345 010 4000 and ask to speak to a VIVO Recruiter.


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    Contract Type
    Expiry Date
    17/10/2023 02:08:00
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