Commercial Admin

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 Type: Full Time, Permanent 
Location: USVF, Suffolk
Working Hours: 37.5 hours per week, Monday to Friday
Salary: Upto £29,000 dependent on experience

Ready to step into a vital role that supports the engine room of commercial operations?
We’re looking for a proactive and detail-oriented Commercial Administrator to join our dynamic USVF Commercial Team, providing essential administrative support that keeps our contract operations running smoothly, compliantly, and efficiently.

This is more than just a support role—it’s your chance to play a key part in a high-performing team delivering meaningful services with real-world impact.

The Role

As Commercial Administrator, you'll be the first point of contact for a wide range of commercial queries and processes. From supporting contract compliance and reporting, to maintaining audit-ready documentation and managing subcontractor activity, you’ll ensure our commercial procedures are delivered to a high standard.

You’ll work closely with the Core and Billable Works teams, liaising with stakeholders across the business to resolve issues, maintain contract accuracy, and support delivery of value for money. You’ll also support change management processes and play an active role in commercial risk management and reporting.

This position plays a pivotal role in contract delivery and is a great opportunity to build commercial experience within a supportive and fast-paced environment.

Your key responsibilities will include:

• Supporting commercial processes, compliance, and monthly reporting activities
• Delivering change management processes in line with contract requirements and timelines
• Maintaining commercial reports to ensure milestone payments are finalised and final accounts are closed in line with business targets
• Creating and managing subcontractor contracts, maintaining logs for audit readiness
• Supporting commercial risk management procedures and maintaining contract guidance documentation
• Monitoring aged debt and unbilled work (WDNI), coordinating with relevant teams to resolve
• Supporting the pricing and management of Core and Billable Works to ensure value for money
• Attending commercial meetings, creating minutes, compiling reports, and liaising with stakeholders on key matters
• Ensuring accurate pricing submissions and CCS updates across the USVF contracts
• Reviewing and maintaining IRT applicability across assets and bases, ensuring accuracy before pricing submission
• Promoting safety, sustainability, compliance, and data accuracy across all commercial activity

What We’re Looking For:

• Strong administrative experience and attention to detail
• Commercial awareness and ability to manage sensitive data and reporting
• High proficiency with Microsoft Excel, including VLOOKUPs, PivotTables, and data manipulation
• Strong organisational skills and ability to manage multiple priorities
• Excellent written and verbal communication, with strong stakeholder engagement
• A full UK driving licence and willingness to travel occasionally to UK sites
• (Desirable) Familiarity with Maximo and/or facilities management contracts

What We Offer:

• 6% employee-matched pension
• 25 days annual leave
• Single private medical cover
• Life assurance (2x annual salary)
• Access to industry-recognised qualifications
• Ongoing career development opportunities
• Hybrid working with flexible UK base location

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.