Administrator - Defence Project - Leatherhead (Hybrid/Flexible Working)

Swan Recruitment Ltd.; Leatherhead; Hybrid; GBP 20,000 - 28,000; Full time

Job summary

Swan Recruitment Ltd. is seeking an Administrator to support a Defence Project in Leatherhead. This hybrid role offers flexible working with three days at the Leatherhead office and a 40-hour week, core hours 10:00–15:00.

The Administrator will manage expenses and timesheets using Costpoint/Deltek, coordinate diaries and meetings, arrange events, and support travel and accommodation logistics. BPSS clearance is required before start, with ASAP onboarding and a 3-month duration (likely

Qualifications

• Previous administrative experience in a busy office environment.
• Strong organisational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Outlook, Excel, Word and Teams.
• Experience of processing expenses and managing timesheets using Costpoint.
• Experience supporting multiple stakeholders or managers.

Responsibilities

• Process employee expenses accurately and within agreed timescales using Deltek/Costpoint.
• Follow up with colleagues to obtain missing receipts and expense details.
• Support the preparation of reports and administrative documentation.
• Process employee timesheets using Costpoint.
• Ensure timesheets are submitted on time and accurately recorded.
• Assist with diary management for managers and team members.
• Schedule meetings and coordinate meeting logistics.
• Book meeting rooms, send virtual meeting links and attendee invitations.
• Monitor calendars and help resolve scheduling conflicts.
• Assist the organisation of events by sourcing venues, arranging catering, AV, and other equipment.
• Assist with event coordination, travel bookings and logistics when required.
• Booking accommodation for team members by completing trip order forms.
• Support project activities and team initiatives as and when required.
• Undertake other administrative duties as reasonably requested

Skills

Administrative experience

Organisational skills

Attention to detail

Time management

Communication skills

MS Office

Costpoint experience

Team player

Tools

Costpoint

Deltek

Job description

Administrator - Defence Project - Leatherhead (Hybrid/Flexible Working)

• Leatherhead, Surrey

Position– Administrator - Defence Project

Start– ASAP

Duration– 3 months with possible extension

Project- DNTS

BPSSSecurity clearance needed before start.

Location:Hybrid working, with three days worked from theLeatherhead office
Hours:40 hours per week, with some flexibility around start and finish of working hours, but core office hours of 10am-3 pm to be covered.

Administrator
Job Purpose
The Administrator provides reliable and professional administrative support to colleagues. The role involves managing timesheets and expenses, supporting diary coordination, assisting with meeting and event arrangements, and assisting with other ad-hoc tasks to help the team operate effectively and efficiently.

• Process employee expenses accurately and within agreed timescales using Deltek/Costpoint.
• Follow up with colleagues to obtain any missing receipts and expense details.
• Support the preparation of reports and administrative documentation.

Timesheet Management

• Process employee timesheets using Costpoint.
• Ensure timesheets are submitted on time and accurately recorded.

Diary and Meeting Coordination

• Assist with diary management for managers and team members.
• Schedule meetings and coordinate meeting logistics.
• Book meeting rooms, send virtual meeting links and attendee invitations.
• Monitor calendars and help resolve scheduling conflicts.
• Assist the organisation of events by sourcing venues, arranging catering, AV, and other equipment.

Ad Hoc Support

• Assist with event coordination, travel bookings and logistics when required.
• Booking accommodation for team members by completing trip order forms.
• Support project activities and team initiatives as and when required.
• Undertake other administrative duties as reasonably requested

Skills and Experience
Essential

• Previous administrative experience in a busy office environment.
• Strong organisational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Outlook, Excel, Word and Teams.
• Ability to work independently and as part of a team.
• Professional, proactive and team-focused approach.
• Experience of processing expenses and managing timesheets using Costpoint.
• Experience supporting multiple stakeholders or managers.

Personal Attributes

• Highly organised, dependable and reliable.
• Proactive and willing to take initiative.
• Flexible and adaptable to changing priorities.
• Discreet when handling confidential information.
• Positive, collaborative and service-oriented.

This role offers an excellent opportunity for an organised administrator who enjoys supporting a busy team and contributing to the smooth delivery of business operations