Job Description

Role Purpose

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At Universally Speaking, we are committed to providing a protected, qualified and welcoming setting for our employees, clients and visitors.

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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.

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You will be organised, proactive and approachable, with strong attention to detail and the ability to manage multiple priorities in a fast-paced environment.

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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.

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Hours of Work

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Monday to Friday, 7:30am–5:00pm (45 hours per week).

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Location

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Universally Speaking – Liverpool City Centre, Renshaw Street.

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Reporting To

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General Manager

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Key Responsibilities

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Facilities & Office Operations

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

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

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

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

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- Support the operational team with daily absence reporting and administration.
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- Maintain accurate records and communicate relevant information to the appropriate stakeholders.
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- Provide general administrative and operational support to the General Manager and onsite teams.
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- 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

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

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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.

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Measures of Performance

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Success in this role will be measured through:

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- Timely completion of agreed tasks and SLAs.
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- Effective coordination of facilities, suppliers and contractors.
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- A safe, clean and well-maintained working environment.
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- Accurate management of access, inventory and office records.
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- Consistent application of relevant policies and procedures.
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- Positive feedback from employees, visitors and clients.
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- Effective communication and collaboration with the General Manager and onsite teams.
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- A professional and welcoming reception and visitor experience.
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- Wellbeing Portal including Live Chat and Support
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📌 Facilities Coordinator | Liverpool | Permanent Role
🏢 Universally Speaking
📍 Liverpool