Administrator | RAF Marham

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: 100% Office based at RAF Marham (No Hybrid or Homebased work)
Working Hours: 37.5 hours per week, Monday to Thursday from 8:00am to 4:30pm, & Friday from 8:00am to 4:00pm.

Are you an organised, proactive administrator who thrives in a fast-paced environment? Do you enjoy being the person who keeps everything running smoothly behind the scenes while supporting a high-performing team?

At VIVO Defence Services, we’re looking for a motivated Administrator to join our operations team at RAF Marham. This is an exciting opportunity to play a key role in supporting the delivery of essential maintenance and infrastructure services across a vital UK defence site.

The Role

This is a front-office, site-based administration role where you’ll become the central point of contact for the team on site. As the only Administrator based at RAF Marham, you’ll play a vital role in keeping operations running smoothly by managing day-to-day administration, handling inbound and outbound calls, coordinating communications, and supporting both operational teams and customers.

You’ll be liaising regularly with Defence Infrastructure Organisation (DIO) representatives, local customers, stakeholders, and supply chain partners via phone and email. You’ll manage your own inbox as well as a shared inbox, triage calls and issues, and help direct work orders through CAFM systems. You’ll also support meetings by taking accurate minutes, recording actions, and producing meeting notes and documentation.

This is a varied and fast-paced position suited to someone who enjoys problem-solving, communicating with people at all levels, and being the go-to person within a busy operational environment.

What We’re Looking For

We’re searching for someone who is highly organised, detail-focused, and confident communicating over the phone and in person. You’ll have previous administration experience and be comfortable dealing with stakeholders, clients, and customers professionally and confidently.

The ideal candidate will be proactive, approachable, and able to build strong working relationships across the business. You’ll be someone who can prioritise tasks effectively, remain calm under pressure, and confidently triage issues and requests as they arise.

Strong Microsoft Office skills are essential, and experience using CAFM systems or similar platforms would be highly desirable. Most importantly, we’re looking for someone who is adaptable, eager to learn new systems, and confident working independently while supporting a wider team.

A full UK driving licence is required for this role due to location. Any applications without a driver’s license will be rejected.

Successful candidates will be required to pass BPSS security clearance.

Why Join VIVO?

At VIVO, we deliver critical infrastructure and facilities management services that support the UK’s Defence community. You’ll join a supportive, professional team where your contribution genuinely matters and where development opportunities are encouraged.

This is a rewarding opportunity to become a key part of a close-knit operational team where your organisation, communication skills, and initiative will make a real impact every single day.

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.