Administration Assistant

Location: Milton Keynes (Work from home and flexible options available, 3 days per week in the office)

Salary: £27,000 pa

Reporting to: Graeme Mackenzie, Manufacturing Operations Team Lead

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:

You will assist Managers by owning various day-to-day tasks, supporting the Function and wider Delivery Department operation. You will play a key part in ensuring our internal customers from other teams have a positive experience while performing various support tasks, which will be a part of helping the company to deliver projects for our customers.

What you'll be doing:

• Supporting Manufacturing and Site Operations by assisting managers with daily tasks, and collaborating with other teams in order to facilitate operational tasks;
• Acting as the first point of contact for day-to-day Site Planning requests, providing dates for site activities, liaising with our subcontractors to arrange dates, loading work packages onto our field service software;
• Owning the day-to-day administration of all subcontractor invoices, checking accuracy against the work completed, adding the values into our budget tracker, uploading the invoices into our payment system;
• Maintaining our Function KPI’s, updating each month using various platforms;
• Reacting to internal and customer build order requests, by raising demand in our MRP system, adding new orders to our schedule;
• Looking after facility maintenance schedule, booking subcontractors;
• Fielding general Function questions and requests, to support our operations
  
  
  

About you:

• You have excellent people skills to build good relationships;
• You have excellent organisational skills;
• You have excellent attention to detail;
• You have the ability to multitask tasks and manage priorities;
• You are a self starter, who can manage your own workload and know when to ask for advice or guidance;
• You have a flexible and cooperative attitude;
• You have a very professional approach to your work;
• You enjoy problem solving
  
  
  

What we're looking for:

• Good knowledge and experience of using Microsoft Office or Google services, with Database creation and entry to support task requirements;
• Prior administrative experience;
• Knowledge of Google Meet and / or other media platforms
  
  
  

What We Offer:

• 25 days of holiday
• Flexible working hours and work-from-home options
• Up to 30 days per year of remote work
• 3% employer pension contribution
• £200 total working-from-home budget
• £850 per year learning and development budget
• Enhanced parental leave
• Up to 3 'childcare' or 'dependant' days per year
• Mental health support through Spill
• Discounted gym memberships through GymFlex
• £50 per person per quarter team social budget
• Additional entertainment budget and company parties
• Office food and drinks
• Optional Bupa healthcare and dental care through salary deduction
• Eye care vouchers
• Seasonal flu jabs
• Cycle to work scheme
• Payroll giving through salary sacrifice