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: RAF Lakenheath, RAF Mildenhall & RAF Feltwell
Working Hours: 40 hours per week, Monday to Friday (7:30AM-4:30PM)
Salary: £25,000 to £28,000 dependent on experience
Are you looking for an exciting opportunity to thrive in a dynamic and fast-paced environment? We are seeking a highly organized and detail-oriented Billable Works Administrator to join our team and play a key role in ensuring the smooth delivery of our operations.
If you have a passion for efficiency, organization, and delivering outstanding customer service, this role could be the perfect fit for you.
As a Billable Works Administrator, you will provide essential administrative support to ensure compliance with government regulations and health and safety policies. Your responsibilities will include preparing reports, tracking business performance using systems such as MS Excel and Maximo, and facilitating key meetings by organizing facilities, recording minutes, and maintaining action logs. Maintaining accurate filing systems and supporting quality assurance, health and safety, and sustainability initiatives will also be a key aspect of your role.
You will play an integral part in compiling and sharing data on completed billable works, ensuring that our stakeholders are well-informed and our operations run efficiently.
This role also involves a strong customer and people focus. You will be instrumental in supporting the management team by providing accurate data to help meet customer requirements and resolve any end-user issues effectively. Assisting in the resolution of complaints in a timely and professional manner and proactively seeking feedback from customers to improve our services will be vital to your success. In addition, you will collaborate closely with internal teams and external partners to ensure smooth communication and coordination across the business.
What You'll Need;
To succeed in this role, you will need significant experience in an administrative position within a fast-paced environment. Strong organizational and prioritization skills, along with the ability to meet tight deadlines, will be crucial. You should be proficient in IT systems, particularly Microsoft Excel and Word, and possess excellent communication skills to interact effectively across all levels of the organization. Working collaboratively as part of a team and influencing those around you to ensure compliance with key performance indicators will also be important.
While not essential, experience within the construction, property maintenance, or MOD environment would be beneficial, as would familiarity with legal requirements related to construction activities and experience using bespoke IT systems such as Maximo.
In terms of qualifications, a minimum NVQ Level 2 in Administration or equivalent experience is highly desirable, along with a full UK driving license. Additional certifications such as an accredited Office Health & Safety qualification or training in MS Office packages would be advantageous.
We are looking for someone who leads by example, demonstrates a positive attitude, and motivates those around them through clear communication and personal drive. The ideal candidate will be adaptable in a fast-changing environment, focused on delivering results, and committed to excellence. Strong interpersonal skills and the ability to work effectively with a diverse range of people are essential.
This is an excellent opportunity to join a supportive and forward-thinking team, where you will be valued and encouraged to develop your skills and grow your career. If you are ready to take on this exciting challenge and make a meaningful impact, apply now to become our next Billable Works Administrator. We look forward to welcoming you to the team!
What we offer:
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. 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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