Administrative Assistant Leatherhead – Office-based, 5 days per week.

Swan Recruitment Ltd.; Leatherhead; On-site; GBP 25,000 - 28,000; Full time

Job summary

Swan Recruitment Ltd is seeking an Administrative Assistant for an office-based role in Leatherhead, Surrey. The position runs five days a week on a 10-month contract for the Aramco - Shaybah project, with an immediate start.

You will manage trackers, prepare weekly reports, coordinate events, update distribution lists, handle IT liaison, and ensure smooth office operations, including space planning and supplier coordination.

Qualifications

• Previous administrative experience in a fast-paced environment.
• Strong organisational and communication skills.
• Familiarity with office software and basic IT issues.

Responsibilities

• Manage trackers and ensure accurate data storage and escalation.
• Prepare and issue weekly tracker reports to Hiring Managers.
• Coordinate project events and maintain distribution lists across offices.
• Liaise with IT and facilities to resolve issues and maintain工作spaces.

Skills

Tracker management

Office administration

Reporting

Event coordination

IT liaison

Tools

Mentimeter

Office suite

Job description

Administrative Assistant Leatherhead – Office-based, 5 days per week.

• Leatherhead, Surrey

Administrative Assistant

Leatherhead – Office-based, 5 days per week.

Duration – 10 Months

Project – Aramco - Shaybah

Start – ASAP

Rate –£18p/hr - £20p/hr PAYE - The position is inside IR35.

Duties:-

• Tracker management, including monitoring and escalation and ensuring that every person in Leatherhead is stored there.
• Weekly report on the tracker issued to Hiring Managers
• Survey through Mentimeter every three months
• Updating of distribution lists every week for all three offices
• Management of floor plan, address changes and provide look-ahead.
• Build and manage project’s team list
• Reviewing tracker to see holidays overlap, especially in the same discipline
• Managing all correspondence with the client, including numbering, logging and filing
• Organising project events – celebrations, VIP visits, catering, etc.
• Managing office supplies, including printers
• Managing special needs for team members, e.g., extra screens, special desks for working while standing, etc.
• Dealing with IT for all relevant issues
• Keeping an eye on all conference rooms for tidiness, operation of IT equipment, flags, clocks, etc.
• Dealing with RES for all office and security maintenance issue.