Job Description
Role Purpose
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At Universally Speaking, we are committed to providing a safe, skilled and welcoming environment 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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Professional 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 (Sydney)
🏢 Universally Speaking
📍 Sydney