Office & Data Management Coordinator

We are a global media group delivering exceptional content through events, digital, data & insight. From agribusiness, ingredients and food processing, to retail, hospitality & fine dining – we provide the inspiration, insight and connections to power our customers’ success. We have offices in Gatwick, Brighton and London, UK; Montpellier, France; Singapore and Chicago, US. The successful candidate will work from our London office.

Position: Full time – permanent (35hr per week) Location: London

Are you looking to leverage your strong organisation and administrative skills in an office management role? Do you enjoy working in a customer focused environment, responsible for overseeing the day-to-day operations?

Part of William Reed, Lumina Intelligence are leaders in providing data and insight to the food & drink, hospitality and retail industry, providing analytical thinking and expertise. The Office & Data Management Coordinator will split their time between office and data management. They will manage the administrative and event support for the Lumina insight, data and commercial teams, as well as act as linchpin between the London and Gatwick (Head) offices. This pivotal role will ensure that the London office is an accessible and welcoming space for all William Reed employees and visitors, working closely with central Facilities, Finance and People teams.

What you’ll be doing:

• Office Management: Acting as the main link between London and Gatwick office and ensuring that all employees and visitors can access the office safely and efficiently. Organising equipment, meeting rooms and refreshments if required. Be the day-to-day contact with suppliers, contractors & building management company, e.g. cleaning & health and safety audits, first aid and fire warden training and ensuring safe working practices and compliance – supported by the central Facilities team. Ensuring fire procedure & risk assessments regularly updated and checked, with assistance from Facilities Manager. Managing all office and administration budgets, raising and approving invoices and setting up new suppliers. Carrying out maintenance and cleaning standards checks and managing recycling and general facilities. Liaising with the central IT department to ensure efficiency of office IT needs. Ensuring fruit, drinks and stationery supplies are well managed. Acting as out-of-hours point of contact for our alarm company and key holder for the building. Issuing access fobs and keys, collecting them from leavers, and managing the maintenance of security for office. Acting as a Fire Warden and First Aid person (training will be provided). Preparing for new starters by setting up equipment and supporting induction. Conducting post room duties including liaising with couriers.
• Data Administration: Organising the twice-quarterly strategy forum events including food study tours. This includes venue booking, AV liaison, catering ordering and managing the delegate invitation and registration process. Reviewing Menu-Tracker product data entered by a third-party data entry service. Supporting the insight & research data team with monthly basic data entry of interviews and transcripts. Supporting the Managing Director & senior team with ad hoc diary management and expense processes. Managing the Lumina Intelligence general inbox and phone number and acting as the knowledgeable first point of contact for clients and prospective clients. Arranging and co-ordinating travel for the team. Organising booking of team activities and events. Managing internal and client access to data administration tools (e.g. Pyramid & Advance). Supporting with projects carried out by the team.

Requirements:

• Strong organisational and administrative experience which demonstrates project management skills.
• Experience in customer facing roles, ensuring a positive experience and addressing any issues that arise.
• Familiarity in health and safety matters would be beneficial.
• Excellent verbal and written communication and interpersonal skills, to ensure clear, effective communication and build relationships with colleagues, visitors, and contractors.
• A proactive and flexible approach in identifying and addressing needs within the office environment and a willingness to help colleagues and visitors, ensuring a smooth and efficient operation.
• A dependable and reliable team-player who can work effectively under pressure in time-sensitive situations.
• Excellent problem-solving skills to address minor maintenance or operational issues promptly with the ability to apply logical thinking and practical solutions to overcome challenges effectively.
• Highly organised with the ability to prioritise tasks effectively.
• Outstanding attention to detail with data entry and report abilities.
• Proficient with Microsoft Office (Word, Excel, Outlook, etc).
• A health and safety qualification or course attendance (such as IOSH Managing Safety) would be a major advantage but not a requirement.
• Willingness to travel to events.

Other information:

• Company Benefits Include: 25 days annual leave in addition to bank holidays – increasing by one additional day after 6 years, up to a maximum of 30 days.
• An additional day of leave for you to take on a cultural celebration day or on your birthday if you like. A day for you! At William Reed, we call this our “MeDay”.
• A volunteer day to take for supporting a chosen charity and giving back to the community.
• Contributory Pension Life Assurance Scheme Group Income Protection Enhanced family-friendly leave pay entitlements.
• Wellbeing benefits, including: A health care cash plan, Employee assistance programme, Virtual GP service and Access to health & wellbeing resources and tools.
• Cycle to Work Scheme Electric Car Scheme.

Why work for us:

We provide a supportive work environment and are committed to maintaining a healthy work/life balance for all of our employees. Working for William Reed means that you will be joining a stable organisation that is committed to developing its employees and brands. We warmly welcome and encourage applications from talented individuals of all backgrounds and characteristics. If you need any support in accessing this opportunity, please do not hesitate to discuss this with us.