Project Coordinator

Impact Food Group; Woking; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Training & development opportunities

25 days annual leave

Staff discount across 850+ retailers

Pension scheme

Monthly incentives

Job summary

Impact Food Group is seeking a Project/ Primary Systems & Admin Coordinator to support school catering platforms and client onboarding. You’ll manage ordering platforms, train new clients, update menus, and ensure calendar data accuracy across systems.

In this busy role you’ll collaborate with the Central Admin Team, Mobilisations Director and Operations to deliver excellent service to schools and parents. Strong communication, organisation and problem-solving skills are essential.

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.
• 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-paced environment.

Responsibilities

• Build and maintenance of primary school ordering platforms.
• Onboarding and training 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, closed days and 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 and maintain menu cycles in accordance with operational schedules.
• Create usable menu templates for meal ordering platforms.
• Receive, check and interrogate submitted menus from Food Team before platform menu building begins.
• Create menu layouts, ensuring accuracy across all ordering platforms before publishing.
• 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 to identify and resolve recurring system issues.
• Support new school onboarding and integration activities.
• Responding promptly and professionally to calls, emails and Freshdesk tickets from parents, schools and internal teams.
• Handle late orders and meal cancellations, liaising with school kitchens to ensure accurate meal provision.
• Liaising with Operations Team and school offices to resolve issues.

Skills

Communication

Customer service

Organization

Attention to detail

MS Office

School systems

Teamwork

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 day across more than 1,500 schools. We are dedicated to delivering high-quality, nutritious meals that support student wellbeing and enjoyment.

Our brands include Innovate, 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 and maintenance of primary school ordering platforms
• Onboarding and training 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, closed days and 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 and maintain menu cycles in accordance with operational schedules

Menu & Calendar Management

• Create usable menu templates for meal ordering platforms
• Receive, check and interrogate submitted menus from Food Team before platform menu building begins
• Create menu layouts, 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 to identify and 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, schools and internal teams
• Handle late orders and meal cancellations, liaising with school kitchens to ensure accurate meal provision
• Liaising with Operations Team and school offices to resolve issues

What are we looking for?

• 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
• 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-paced environment

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 of in a growing business.
• Access to a wide range of free training, qualifications, and development opportunities
• 25 days annual leave plus bank holidays
• Staff discount scheme across 850+ retailers
• Pension scheme and 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 required to undergo an enhanced DBS check, which IFG will pay for.

We are a committed equal opportunities employer - if you require any assistance for the interview process, please detail within your application. All information is kept confidential and in compliance with GDPR requirements.