Managed on-site Administrator

Role: Managed On-Site Administrator (part-time/fixed term contract)

Contract Type: Part-time, Fixed Term Contract from January 2026 – December 2026

Location: London or Sunbury - This role is mostly remote but the successful candidate must go into the office at least once a month, so must be locally based to either office location indicated

Salary: £17,000, plus company benefits

Hours: Set hours: 8:30am - 5:00pm on Wednesday, Thursday and Friday every week (these hours are non-negotiable)

Kinly is a leading integrator of audio-visual and unified communications solutions, and the largest in Europe, serving as a globally trusted technology advisor to leading organisations. For more than 25 years, we have been designing, developing, integrating and supporting complex audiovisual solutions and businesses rely on us to deliver consistently secure and flexible meeting experiences.

We now have a new position available, to cover maternity, running from January 2026-December 2026, working 3 days a week on the indicated hours.

The position works within a small and close-knit team of administrators, who support each other with day to day tasks and who enjoy the fact that every day is different and provides new and interesting challenges constantly.

Key responsibilities:

Working with the Managed Onsite Operations Manager, Managed Onsite Administrators, Service Delivery Managers and Client Service Managers, the Managed Onsite Services Administrator’s responsibilities include, but are not limited to:

• Managing the staff schedule from an administration and commercial perspective, to ensure contractual obligations are fulfilled

• Daily management of the "operations mailbox", actioning and filing all emails

• Processing holiday & additional cover requests, booking cover contractors and working closely with the onsite teams to manage requirements

• Maintaining all administrative records using the current methods, applications, and spreadsheets

• Processing quotations and managing the purchase order processes and spreadsheets

• Taking notifications from staff for sickness and absence and ensuring the HR platform is updated and key people are notified

• Weekly scheduling mails to all Clients, Cover Team, and Suppliers, detailing shift times, locations and other relevant information required

• Performing weekly checks and reports to ensure accuracy of information and financials have been recorded

• Producing a Weekly Purchase Order report to the Procurement Team so Suppliers can be paid accordingly

• Ensuring sufficient cover technicians are familiar with Managed Onsite Services sites, and that all freelance contractors have completed necessary contractual documentation

• Coordinating training requests, booking courses, arranging hotels and travel

• Maintaining records of overtime and any payroll amendments

• Planning and booking required resources

• Reviewing any Purchase Order or Invoicing queries to achieve a resolution.

Skills and experience:

The position requires a methodical, structured and self-motivated person with excellent organisational and communication skills and a commercial flair. The ability to work well within a team is essential, as is the ability to think and act independently and rapidly while in a high-pressure situation.

• Intermediate to advanced level MS Word and Excel

• Excellent administration capability

• Previous scheduling experience

• Excellent verbal and written communication skills

• Ability to multitask and prioritise and work under pressure is essential

• Previous customer service experience

• Attention to detail and a methodical/organised approach to conflicting priorities

If you are selected for interview, and need any reasonable adjustments made for your interview, please let the Talent Acquisition team know, at the point of scheduling.

If you do require details of the vacancy or the application process in an alternative format, please either email jobs@kinly.com outlining your requirements; or you can view the vacancy via the Kinly page on Vercida which allows you to customise the content so that you can review in a way that works best for you.

About Kinly

Kinly is the globally trusted AV and UCC technology advisor to world-class organisations. Our solutions drive maximum collaboration, engagement and productivity to enable a world where people can work together, from everywhere. Our people are unified by a passion for helping teams achieve their workplace communication and collaboration goals, irrespective of complexity, location or project size. We design, engineer and support audio visual and collaboration technology solutions that add real business value and deliver exceptional user experiences, every time.

Why Kinly?

We are experienced: When you join our family you’ll be part of a multi-award-winning team made up of the industry’s most innovative professionals.

We are proven: The world’s leading global businesses rely on us to deliver secure and reliable meeting experiences. Come with us on our journey.

We are independent: We partner with the world’s best AV vendors to deliver our customers unrivalled access to cutting edge technology tailored to their exact needs.

We are global: You’ll be working with alongside the world’s leading brands and supporting them on high-profile, international projects.

Equal Opportunities:

Kinly is committed to providing equal opportunities in employment, all qualified applicants will receive consideration for employment without regard to sex, age, gender identity, pregnancy, colour, race, national origin, sexual orientation, disability, religion or any other ‘protected characteristics. We welcome your application.