Project Coordinator

Impact Food Group; Woking; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

25 days annual leave

Staff discount across 850+ retailers

Pension scheme

Monthly incentives and recognition

Job summary

Impact Food Group is seeking a Project/ Primary Systems & Admin Coordinator to support our school catering operations across the UK. You will manage system administration, onboarding new clients, menu updates, term dates, and calendar integrity, while coordinating with central admin, operations, and food teams.

Join a fast-growing team with a focus on accuracy, customer service and collaborative problem solving in a busy school meal environment.

Qualifications

• Strong communication and interpersonal skills.
• Outstanding customer service skills.
• Excellent organisational and multitasking abilities.
• High attention to detail with a proactive approach to problem solving.

Responsibilities

• System Administration: Build and maintain primary school ordering platforms and onboard new clients.
• Menu & Calendar Management: Create templates, verify menus, and publish layouts across platforms.
• Collaborations & Meetings: Attend internal and partner meetings to resolve issues and ensure data quality.
• Communication & Support: Respond to calls, emails and tickets promptly, handling late orders and cancellations.

Skills

Strong communication

Customer service

Organisational skills

Attention to detail

Microsoft Office

Independent & collaborative

Tools

Microsoft Office

Database systems

Freshdesk

Job description

Project/ Primary Systems & Admin Coordinator

Impact Food Group

At Impact Food Group, we’re more than just a school caterer. We’re on a mission to create a positive food culture and help more students enjoy healthier, better-quality food. Making a positive social impact is at the heart of everything we do. We’re constantly learning, evolving, and improving — every way, every day.

We one of England’s fastest-growing school food providers, serving around one million students every dayacross more than 1,500 schools. We are dedicated to delivering high-quality, nutritious meals that support student wellbeing and enjoyment.

Our brands includeInnovate, Cucina, Chapter One (Independent Schools), Hutchison, and Dolce,reflecting our breadth of experience and reach across the school catering sector.

We’re now looking for a talented and highly organised Primary Systems & Admin Coordinator to join and play a vital role in supporting our business.

Guided by our values, integrity, bold, impactful, humble and community; you will help us shape a workplace and culture we can all be proud of.

What you’ll be Doing

Key Responsibilities:

System Administration:

• Build andmaintenance ofprimary school ordering platforms
• Onboarding andtraining of new clients to ordering platforms
• Distribute parent and staff accounts/invitation links across all ordering platforms
• Menu updates and verification to ensure parents see correct meal options
• Managing term dates, closeddaysand calendar updates
• Verify and cross-check menu choices to system build
• Prepare and amend trip and theme-day menus, including mass or manual deletion of meals
• Create andmaintainmenu cyclesin accordance withoperational schedules

Menu & Calendar Management

• Create usable menu templates for meal ordering platforms
• Receive,checkand interrogatesubmittedmenus from Food Team before platform menu building begins
• Createmenulayouts, ensuring accuracy across all ordering platforms before publishing

Collaborations & Meetings

• Attending scheduled and ad-hoc meetings with system partners and internal teams to build development and iron out issues
• Liaising across Central Admin Team, Mobilisations Director and Operations Team for consistent data and quality service
• Collaborate across departments toidentifyand resolve recurring system issues
• Support new school onboarding and integration activities

Communication & Support:

• Responding promptly and professionally to calls, emails and Freshdesk tickets from parents,schoolsand internalteams
• Handle late orders and meal cancellations, liaising with school kitchens to ensureaccuratemealprovision
• Liaising with Operations Team and school offices to resolveissues

What are we looking for?

• Strong communicationand interpersonal skills
• Outstanding customer service skills
• Excellent organisational and multitasking abilities
• High attention to detail with a proactive approach to problemsolving
• Competent in Microsoft Office and database systems
• Experience with catering or school management systems an advantage
• Ability to work independently and collaboratively within a fast-pacedenvironment

If you’re a collaborative, solution-focused professional who thrives in a busy and purposeful environment, we’d love to hear from you. Join us and be part of a team that is transforming lives through the power of food, making a genuine difference for students across the UK.

What’s in It for You?

• The opportunity to build a career you can be proud ofin a growing business.
• Access to a wide range of free training, qualifications, and development opportunities
• 25 days annual leave plus bank holidays
• Staff discount schemeacross 850+ retailers
• Pension schemeand other great company benefits
• Monthly incentives and recognition for top performers

#Join Our Team #makeanimpact

If you’re looking for your next step and want to be part of an organisation that genuinely makes a difference, we’d love to hear from you.

IFG are committed to the safeguarding of children, and our employees share this commitment. Successful candidates are requiredtoundergo an enhancedDBS check, which IFG will pay for.

We area committed equal opportunities employer - if you require any assistance for the interview process, please detail withinyourapplication. Allinformation is kept confidential and in compliance with GDPR requirements.