School Systems & Admin Specialist

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

Benefits offered by this job

25 days annual leave + bank holidays

Staff discount scheme across 850+retai

Pension scheme and other benefits

Monthly incentives and recognition for

Job summary

Impact Food Group is seeking a Project/Primary Systems & Admin Coordinator to support our school catering operations. You will manage primary ordering platforms, onboard clients, and oversee menu and calendar updates across multiple schools.

The role requires strong communication, excellent organisation, and the ability to work both independently and with cross-functional teams. Experience with school management systems and Microsoft Office is beneficial; DBS checks apply.

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

Strong communication

Interpersonal skills

Customer service

Organisational ability

Attention to detail

Microsoft Office

Database systems

Independent & collaborative work

Tools

Microsoft Office

Database systems

Job description

Impact Food Group is seeking a Project/Primary Systems & Admin Coordinator to support our school catering operations. You will manage primary ordering platforms, onboard clients, and oversee menu and calendar updates across multiple schools.

The role requires strong communication, excellent organisation, and the ability to work both independently and with cross-functional teams. Experience with school management systems and Microsoft Office is beneficial; DBS checks apply.