Who we are

We are William Reed.

We are the leading expert in the global Food & Drink industry.

From manufacturing through to retail and hospitality – we provide the inspiration, insight and connections to power our customers’ success.

Our specialists are deeply engaged in their markets and are recognised as the most trusted professionals in their field.

For 160 years, our diverse portfolio of trusted brands has delivered the information our clients need, reaching audiences through outstanding digital media, insights, prestigious awards, innovative exhibitions, events and print.

Fulfilling our role in the 21st century has meant harnessing digital channels to deliver insightful journalism and high-value data to businesses the world over. Guided by our Mission & Values, our Group’s activities now include category defining digital and print media, innovative business events and conferences, prestigious awards and informative conferences. We offer compelling research and powerful insights to our customers as well as providing recruitment and e-learning solutions within our core markets.

Position

We are currently recruiting for an Office Coordinator to join the team at our London Fleet Street office. This pivotal role will manage the administrative support for the Lumina insight, data and commercial teams plus PA support to the Lumina MD and senior team. It will also act as linchpin between the London and Gatwick office ensuring that the London office is an accessible and welcoming space for all William Reed employees and visitors. There will also be day to day office coordination, working closely with the central Facilities, Finance and HR teams.

The Office Coordinator will be required to be available to work from our London Office in Fleet Street, Monday to Friday between the hours of 9.00am and 5.00pm.

Requirements

Skills Required

  • Strong organisational and administrative experience
  • Excellent communication skills and relationship building
  • Customer facing experience/ friendly approachable manner
  • Project management skills
  • Assertive with a talent for problem solving
  • Proficient with Microsoft Office Packages to a high standard

Key Responsibilities

Lumina Intelligence Administration:

  • Manage the delegate invitation and registration process for 8 external forums per year.
  • Support insight & research data team with monthly basic data entry of interviews and transcripts.
  • Data administration management of client & internal access to data tools (e.g Pyramid & Advance).
  • Support with organising store tours and other events
  • Support diary management for Lumina Intelligence Managing Director
  • Support expenses process for Lumina Intelligence Managing Director & senior team
  • Manage Lumina Intelligence email address enquiries and telephone calls
  • Arrange and co-ordinate travel for team; to include hotels, train, air, and taxis
  • Deal professionally with telephone and email queries as knowledgeable first point of contact for clients and prospective clients
  • Organise booking of team activities and events
  • Support with projects carried out by Lumina Intelligence team

London Office Management:

  • Act as main link between London and Gatwick office and ensure that all employees and visitors are able to access the office safely and efficiently
  • Organise equipment, meeting rooms and refreshments if required
  • Be day to day contact with suppliers & building management company, e.g. cleaning & health/safety audits, first aid and fire warden training (supported by the central Facilities team)
  • Manage all office and administration budgets, approving invoices, setting up new suppliers and post room duties
  • Work with the central facilities team to ensure H&S procedures are carried out.
  • Carry out maintenance and cleaning standards checks and manage recycling and general facilities
  • Ensuring contractor health and safety and safe working practices
  • Ensuring fire procedure & risk assessments regularly updated and checked, with assistance from Facilities Manager
  • Manage post and couriers for office
  • Liaise with the central IT department to ensure efficiency of office IT needs
  • Ensure fruit, drinks and stationery supplies are well managed
  • Act as out-of hour’s point of contact for our alarm company. Be a key holder for the building.
  • Issue access fobs and keys, collect them from leavers, and manage the maintenance of security for office.
  • Act as a Fire Warden and First Aid person (training will be provided).
  • Prepare for new starters – Set up equipment and support induction

Other information

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 have offices in Gatwick and London, UK; Montpellier, France; Singapore and Chicago, US. In line with the Company’s current Agile Working Policy, the successful candidate would be eligible to work part of the week from our Crawley office and to work remotely for the rest of the week.

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.

COMPANY BENEFITS INCLUDE

  • Competitive Salary
  • 25 days annual leave in addition to bank holidays
  • Contributory Pension
  • Life Assurance Scheme
  • Group Income Protection

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