Admin Assistant - Part Time, 12 Month FTC

Salary: £18,500 per year for a 3-day working week, equivalent to £30,784 full-time and paid in line with the London Living Wage

Location: Office, Old Street London

About Us At VivaCity, we are helping cities overcome their biggest transport challenges, making them smarter, safer and more sustainable. Our AI sensors gather real-time anonymous data on transport modes, traffic flow and travel patterns, supporting strategic decisions to improve the transport network.

All our solutions are community-centric, using ‘privacy by design’ principles. We are innovators in our field and have a strong, open and friendly culture that supports those looking for opportunity, challenge and autonomy.

You can read more about our values and what it’s like to work at VivaCity.

About The Role The Admin Assistant will be responsible for keeping the day-to-day running smoothly across basic bookkeeping, financial administration, office management, and general admin support. No two days will look exactly the same. One day you might be processing expenses, supporting payroll admin, and reconciling records; the next you could be coordinating office logistics, organising a company event, helping onboard a new starter, or making sure our monthly All Hands runs smoothly.

We’re looking for someone who enjoys being organised, takes pride in getting the details right, and likes helping others. You’ll have the opportunity to work with people across the company, gain exposure to different areas of the business, and become a trusted go-to person for keeping things run efficiently.

Key Responsibilities Bookkeeping & finance administration

• Expense processing and basic reconciliations in Spendesk (e.g., receipts, card spend)
• Assist with payment preparation and tracking (based on internal controls/approval processes)
• Support weekly payrun and payroll admin tasks such as ensuring invoices/expenses are up to date, preparing payroll inputs, chasing missing documents

Office management & general admin

• Own office coordination: supplies, workspace readiness, deliveries, general upkeep and supporting any office move or workplace change projects.
• Support basic Health & Safety administration (e.g., keeping records up to date, coordinating risk assessment where needed, manage office incident reporting, and ensuring required checks/training reminders are scheduled or performed)
• Maintain key admin documentation (policies, templates, contact lists, access lists)
• Support on other administrative tasks across the business as required

People admin support

• Support the set up and coordination of company-wide meetings (e.g., All Hands logistics)
• Help organise company events (venues, food, comms, attendance lists)
• Assist with People admin tasks (e.g., collecting documents, updating trackers, coordinating onboarding logistics, in partnership with the People Team

Skills And Experience

• Experience in an admin role that included bookkeeping or finance support tasks (or demonstrable capability to learn quickly)
• Strong attention to detail and comfort working with numbers and records
• Confident with spreadsheets (Google Sheets/Excel)
• Organised, reliable, and able to manage multiple tasks and deadlines
• Discretion and professionalism when handling confidential information

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.