Universally Speaking
Facilities Coordinator | Liverpool | Permanent Role
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Role Purpose
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 organized, 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.
Hours of Work
Monday to Friday, 7:30am–5:00pm (45 hours per week).
Location
Universally Speaking – Liverpool City Centre, Renshaw Street.
Reporting To
General Manager
Key Responsibilities
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, organized, 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.
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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 escalate 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.
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What We’re Looking For
- Previous experience in Facilities, Office Management, Administration, Reception, or a similar coordination role.
- Strong organizational 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.
Our Values & Behaviours
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.
- Wellbeing Portal including Live Chat and Support
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