Operations & Marketing Coordinator in Edinburgh

We are looking for a highly organised and proactive Operations & Marketing Coordinator to support the smooth day‑to‑day running of two BaxterStorey sites. This is a varied, fast‑paced role combining marketing and communications, operational reporting, systems administration, HR support and general business coordination. You will act as a central point of support for site management, kitchen and front‑of‑house teams, ensuring information, data and systems are accurate, up‑to‑date and effectively communicated to both internal teams and clients.

Key Responsibilities

• Marketing & Communications
• Plan and deliver monthly marketing initiatives across both sites, using BaxterStorey and self‑generated content.
• Design digital marketing and branding materials for site use.
• Format and upload digital menus to screens and client intranet platforms.
• Post regular updates on client communication channels, working closely with client teams on monthly comms calls.
• Maintain shared drives with marketing assets and lead regular marketing meetings with site management.
• Support ad‑hoc marketing projects including new concepts, menu refreshes and branding initiatives.
• Design quarterly hospitality and experience brochures.
• Maintain internal client websites (Source) with up‑to‑date menus, marketing and site information.
• Trackers, Data & Reporting
• Manage and maintain multiple sales, labour and operational trackers across both sites.
• Identify inconsistencies or issues and escalate to management where required.
• Build new trackers to support kitchen, FOH and management requests.
• Maintain stock sheet master pages, updating supplier costs as required.
• Contribute marketing content, retail snapshots and highlights to monthly client reports.
• Provide data and analysis for quarterly and annual reports.
• Create ad‑hoc proposals and presentations using PowerPoint and tracker data.
• Distribute monthly Cost of Sales reports for management review.
• HR, Payroll & Onboarding
• Complete weekly timesheets and maintain labour trackers.
• Manage all PM and client onboarding using Access Recruitment, following high‑security processes.
• Upload and maintain HR documentation including probation letters, performance documents and personal records.
• Systems & Technology
• Act as the main point of contact for till systems (Kanpla), including product uploads and troubleshooting.
• Support FOH teams with daily menu uploads and marketing content on Scala.
• Assist with nutritional labelling (Nutritics) and label machine troubleshooting.
• Provide general support with site technology and system issues.
• General & Administrative Support
• Take accurate meeting minutes for management and client meetings, distributing actions and uploading documentation.
• Provide ad‑hoc administrative support to site management as required.

Qualifications

• Highly organised with strong attention to detail.
• Confident managing multiple priorities across marketing, operations and administration.
• Strong IT skills, particularly Microsoft Excel, PowerPoint and digital platforms.
• Excellent communication skills, both written and verbal.
• Proactive, adaptable and comfortable working across multiple sites and stakeholders.
• Experience in hospitality, contract catering or a fast‑paced operational environment is desirable.