Brand & Marketing Team Coordinator

Role Overview

• Own day-to-day PO administration for the department: raising POs, chasing approvals, updating PO trackers, goods receipting (GR), handling invoice queries and resolving discrepancies with Procurement/Finance/Suppliers.
• Maintain PO trackers with frequent updates (e.g., twice daily) and proactively escalate urgent POs to ensure timely approval and delivery.
• Support new supplier set-up and requests (e.g., via Coupa) and manage related documentation and approvals.
• Provide diary management and meeting coordination for senior stakeholders (including booking rooms/desks, managing clashes, ensuring agenda readiness and supporting follow-ups).
• Arrange recurring catch-ups (e.g., weekly) and actively manage key forums such as the Creative Excellence Clinic (scheduling, moving meetings when required, securing rooms and attendance).
• Coordinate internal and external meetings, including agency meeting requests, ensuring guest passes/parking, meeting rooms and on-site hosting arrangements are in place.
• Support department and sub-team forums (e.g., Creative Hub, Creative Production, Consumer Comms, Winner Services, and other Marketing teams) with agendas, minutes/actions, venues, catering and logistics.
• Manage team days, all-hands and ad hoc events, including booking meeting space, organising catering and sending relevant team communications.
• Book travel for the department (flights, trains, taxis, hotels) and coordinate itinerary changes as needed.
• Support expenses processing and prompt monthly submission, tracking and follow-up (including diary prompts for submission deadlines).
• Manage catering requests using internal and external suppliers and provide meeting & greeting/hosting support for visitors.
• Manage ServiceNow workflows for contractor extensions, leavers, new starters and resource changes.
• Coordinate guest accounts and access: maintain trackers, submit re-activation requests when needed and ensure access to relevant SharePoint drives is updated appropriately.
• Support onboarding of new starters (practical set-up, access, introductions and day-one readiness).
• Prepare and send Euromillions Clearcast substantiation letters on schedule (e.g., Monday and Wednesday mornings).
• Process P-card requests for the department and support reporting requests (e.g., GRNI report for Media tracker where required).
• Download and distribute required weekly reporting packs (e.g., trading deck distribution on Mondays after 3pm) to agreed stakeholders.

Requirements

• Demonstrable experience in a similar administrative/team coordination role, including diary management for senior stakeholders.
• Excellent organisational skills, strong attention to detail and the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills with a confident, professional stakeholder style.
• Proficiency with Microsoft Office (Outlook, Word, PowerPoint and Excel).
• Comfortable working with financial and procurement processes; experience raising POs and handling invoice queries.
• Experience using SAP (including goods receipting/GR) and/or Coupa procurement workflows.
• Experience using ServiceNow (or similar ticketing systems) for contractor/onboarding/leaver processes.
• Experience supporting marketing, creative production or agency-heavy environments.

Tech Stack

• ServiceNow

Benefits

• Matched pension contributions up to 8.5%
• 26 days annual leave + 2 Life Days (and bank holidays)
• Single Private Health Cover
• Complimentary Private Medical
• Income Protection
• Flexible Benefits – EV Scheme, Money Coach, Will Writing, Mortgage Advice, Dental and Eye Care Schemes.
• Enhanced Family Leave (Maternity, Paternity, Adoption)
• Wellness Allowance £500
• Employee Assistance Programme
• Discounted Health Assessments
• Volunteering Days
• Matched Funding