Facilities Coordinator

Universally Speaking Limited; Liverpool; On-site; GBP 26,000 - 36,000; Full time

Job summary

Universally Speaking is seeking a proactive Facilities Coordinator for our Liverpool studio to support the General Manager and onsite teams in day-to-day operations, facilities management, security, and reception duties.

You will coordinate contractors, manage visitor sign-in, maintain safe working environments, handle office supplies, and help with expense tracking—delivering a professional, welcoming experience for employees, clients and visitors.

Qualifications

• Previous experience in Facilities, Office Management, Administration, Reception or a similar coordination role.
• Strong organisational and time management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Proactive approach to identifying and resolving issues.
• Professional and approachable communication style.
• Ability to work independently while also being a strong team player.
• Good working knowledge of Microsoft Office or similar workplace tools.
• A flexible approach to working hours when business requirements require it.

Responsibilities

• Support the General Manager with the smooth day-to-day running of the Liverpool studio.
• Coordinate external service providers and contractors, including cleaning, maintenance and other facilities services.
• Proactively identify and report maintenance requirements and follow up to ensure issues are resolved promptly.
• Ensure office, reception and communal areas are clean, safe, organised and maintained to a high standard.
• Maintain positive working relationships with onsite managers and teams to ensure facilities issues are addressed efficiently.
• Support the management of office supplies, equipment and inventory, ensuring appropriate stock levels are maintained.
• Assist with purchasing and tracking office supplies and services.
• Support the General Manager with monthly expense tracking and administration.
• Act as the first point of contact for visitors, clients, guests and suppliers.
• Provide a professional, friendly and welcoming experience to all visitors.
• Manage visitor sign-in procedures and ensure required NDAs and security processes are completed.
• Coordinate refreshments and catering for client meetings, visitors and VIP guests.
• Ensure the main telephone line is appropriately covered during business hours.
• Manage the distribution, collection and tracking of employee ID cards, building fobs and locker keys.
• Maintain accurate records of access assets across the site.
• Ensure appropriate security procedures are followed by employees, visitors and contractors.
• Escalate any security or access concerns to the appropriate manager.
• Work with the General Manager to support health and safety requirements across the studio.
• Coordinate fire safety training, fire drills and first aid requirements.
• Support the communication and implementation of relevant health and safety procedures.
• Ensure employees and visitors are aware of relevant emergency procedures.
• Proactively identify potential risks and elevate concerns appropriately.
• Support the operational team with daily absence reporting and administration.
• Maintain accurate records and communicate relevant information to the appropriate stakeholders.
• Provide general administrative and operational support to the General Manager and onsite teams.
• Work collaboratively with colleagues across the business to resolve issues and support the smooth running of the studio, You will be expected to role-model the Universally Speaking values and behaviours, treating employees, individuals, clients and customers with dignity and respect at all times.

Skills

Facilities coordination

Office management

Administration

Reception

Organisational skills

Time management

Communication

Customer service

Team collaboration

Tools

Microsoft Office

Job description

At Universally Speaking, we are committed to providing a safe, professional and welcoming environment for our employees, clients and visitors. As Facilities Coordinator, you will play a key role in supporting the smooth day-to-day operation of our Liverpool studio. Working closely with the General Manager and onsite teams, you will coordinate facilities, office services, contractors, visitors, security access and general office requirements. You will be organised, proactive and approachable, with strong attention to detail and the ability to manage multiple priorities in a fast-paced environment. You will also act as an important point of contact for employees, visitors, clients and external suppliers, ensuring the studio remains safe, well maintained and welcoming at all times.

Facilities & Office Operations

• Support the General Manager with the smooth day-to-day running of the Liverpool studio.
• Coordinate external service providers and contractors, including cleaning, maintenance and other facilities services.
• Proactively identify and report maintenance requirements and follow up to ensure issues are resolved promptly.
• Ensure office, reception and communal areas are clean, safe, organised and maintained to a high standard.
• Maintain positive working relationships with onsite managers and teams to ensure facilities issues are addressed efficiently.
• Support the management of office supplies, equipment and inventory, ensuring appropriate stock levels are maintained.
• Assist with purchasing and tracking office supplies and services.
• Support the General Manager with monthly expense tracking and administration.

Reception & Visitor Management

• Act as the first point of contact for visitors, clients, guests and suppliers.
• Provide a professional, friendly and welcoming experience to all visitors.
• Manage visitor sign-in procedures and ensure required NDAs and security processes are completed.
• Coordinate refreshments and catering for client meetings, visitors and VIP guests.
• Ensure the main telephone line is appropriately covered during business hours.

Security & Access Management

• Manage the distribution, collection and tracking of employee ID cards, building fobs and locker keys.
• Maintain accurate records of access assets across the site.
• Ensure appropriate security procedures are followed by employees, visitors and contractors.
• Escalate any security or access concerns to the appropriate manager.

Health, Safety & Compliance

• Work with the General Manager to support health and safety requirements across the studio.
• Coordinate fire safety training, fire drills and first aid requirements.
• Support the communication and implementation of relevant health and safety procedures.
• Ensure employees and visitors are aware of relevant emergency procedures.
• Proactively identify potential risks and elevate concerns appropriately.

Employee & Operational Support

• Support the operational team with daily absence reporting and administration.
• Maintain accurate records and communicate relevant information to the appropriate stakeholders.
• Provide general administrative and operational support to the General Manager and onsite teams.
• Work collaboratively with colleagues across the business to resolve issues and support the smooth running of the studio, You will be expected to role-model the Universally Speaking values and behaviours, treating employees, individuals, clients and customers with dignity and respect at all times.

Measures of Performance Success in this role will be measured through:

• Timely completion of agreed tasks and SLAs.
• Effective coordination of facilities, suppliers and contractors.
• A safe, clean and well-maintained working environment.
• Accurate management of access, inventory and office records.
• Consistent application of relevant policies and procedures.
• Positive feedback from employees, visitors and clients.
• Effective communication and collaboration with the General Manager and onsite teams.
• A professional and welcoming reception and visitor experience.

Requirements

• Previous experience in Facilities, Office Management, Administration, Reception or a similar coordination role.
• Strong organisational and time management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Proactive approach to identifying and resolving issues.
• Professional and approachable communication style.
• Ability to work confidently with employees, clients, visitors, suppliers and contractors.
• Strong administrative and record-keeping skills.
• Ability to work independently while also being a strong team player.
• Good working knowledge of Microsoft Office or similar workplace tools.
• A flexible approach to working hours when business requirements require it.