Studio Facilities & Office Coordinator

Universally-Speaking; Liverpool; On-site; GBP 26,000 - 32,000; Full time

Job summary

Universally Speaking is seeking a Facilities Coordinator to support the day-to-day operation of our Liverpool studio. You will coordinate facilities, office services, contractors, visitors, security access and general office requirements, working closely with the General Manager and onsite teams.

The role requires you to be organised, proactive and detail‑oriented, able to manage multiple priorities in a fast paced environment, and to act as a key point of contact for staff, clients and

Qualifications

• Previous experience in Facilities, Office Management, Administration, Reception or a similar coordination role.

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 escalate 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.

Skills

Facilities coordination

Job description

Universally Speaking is seeking a Facilities Coordinator to support the day-to-day operation of our Liverpool studio. You will coordinate facilities, office services, contractors, visitors, security access and general office requirements, working closely with the General Manager and onsite teams.

The role requires you to be organised, proactive and detail‑oriented, able to manage multiple priorities in a fast paced environment, and to act as a key point of contact for staff, clients and