Administrator | RAF Menwith Hill

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 Menwith Hill (100% office based)
Working Hours: 37.5 hours per week, Monday to Friday (8:00AM-4:30PM)
Salary: £27,500.00 per year


We are seeking an experienced and highly organised CAFM Administrator to join our facilities management team and play a vital role in keeping our operations running smoothly. This is an excellent opportunity for someone who enjoys working at the centre of a busy environment, supporting multiple stakeholders and ensuring systems, processes, and performance targets are consistently achieved.

About the Role

As a CAFM Administrator working in a team of 2 on site at RAF Menwith Hill, you will be responsible for creating, managing, and closing Planned Preventive Maintenance tasks as well as reactive and remedial work orders. You will use CAFM software to manage work orders, schedules, and resources, with experience in IBM Maximo being highly advantageous. A key part of the role will involve developing and maintaining task schedules in line with SFG20 standards to ensure full compliance and operational efficiency.

You will provide day-to-day support to CAFM system users, responding to queries and resolving issues as they arise. Working closely with a range of departments, you will help gather requirements for system improvements and ensure workflows remain efficient and effective. Maintaining accurate records within the CAFM system will be essential, along with producing clear and reliable reports on task progress, asset status, and compliance.

As part of the Helpdesk Team, you will help build strong client relationships and support the delivery of service-level agreements and KPIs. You will also assist the Site Manager with the preparation of weekly and monthly reports and work closely with Technical Services Managers to help them achieve their performance targets. From time to time, you will be required to take minutes for meetings and ensure actions are captured and followed up.

What you’ll need

To be successful in this role, you will have previous experience in Administration. You will have proficiency in Microsoft Word and Excel for reporting and data management. Experience using IBM Maximo or a comparable CAFM system is strongly desirable.

Strong organisational skills, excellent attention to detail, and the ability to manage multiple priorities are critical to succeeding in this role.

This is a key position within the facilities management function and offers the opportunity to make a real impact on operational performance, compliance, and client satisfaction. If you are a proactive, detail-focused CAFM professional looking to take the next step in your career, we would welcome your application.

You must be able to pass SC Clearance to be eligible for this role and be a US or UK national.

We offer;

• Up to 6% contributory pension scheme
• 25 Days annual leave plus bank holidays
• Volunteer leave
• Established reward and recognition scheme
• 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

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.