Facilities Manager & Executive Assistant

J B Leitch Ltd; Liverpool; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading facilities management company is looking for a Facilities Manager & Executive Assistant in Liverpool. This key role involves overseeing office operations, managing reception and facilities teams, and providing executive assistance to the Managing Director. The ideal candidate will have strong organisational and communication skills, with experience in facilities management and managing suppliers. This position requires a hands-on approach and is essential for ensuring a high-quality working environment.

Qualifications

• Experience in office or facilities management, ideally with multi-site exposure.
• Experience managing contractors and suppliers.
• Calm under pressure and proactive in maintaining quality.

Responsibilities

• Oversee the smooth day-to-day running of the Liverpool office.
• Act as the main contact for landlords and key suppliers.
• Lead the reception and facilities teams for high service levels.
• Manage office layouts, meeting spaces, and systems.
• Coordinate meetings and events for colleagues and clients.
• Monitor budgets and contractor performance.
• Provide proactive EA support to the Managing Director.

Skills

Organisational skills

Problem-solving skills

Communication skills

Decision-making skills

Attention to detail

Proficiency in IT

Job description

Location: Liverpool (office-based)

We are looking for an organised, proactive, and confident Facilities Manager & Executive Assistant to take responsibility for the smooth running of our office locations and to support the Managing Director with high-quality executive assistance. This is a key role at the heart of our business, ensuring our offices operate efficiently, professionally, and with first-class hospitality as we continue to grow.

This is a hands‑on, office‑based role due to the operational and people‑facing nature of the position, with occasional travel to other office locations.

About the Role

As our Facilities Manager & Executive Assistant, you will lead our reception and facilities team and oversee the running of our workspace, services, and suppliers. You’ll ensure our offices remain safe, well‑presented, and compliant while supporting colleagues across the business. You will also provide proactive EA support to the Managing Director, managing diaries, meetings, travel, and day-to-day coordination.

This role is ideal for someone who enjoys variety, takes pride in creating a high‑quality working environment, and thrives in a fast‑paced, people‑oriented setting.

Key Responsibilities

• Oversee the smooth day-to-day running of the Liverpool office and maintain operational standards across all JB Leitch office locations, ensuring first‑class hospitality for colleagues, clients, and visitors.
• Act as the main contact for landlords, serviced office providers, and key suppliers, including being the out-of-hours emergency contact and escalating issues internally as needed.
• Lead the reception and facilities teams to deliver a consistently high level of service.
• Manage office layouts, meeting spaces, workspace set‑up, and systems including the desk booking, post, and telephone systems to ensure efficient and effective operation.
• Coordinate and support on‑site and off‑site meetings and events for colleagues and clients, ensuring appropriate hospitality and logistics.
• Coordinate contractors and maintain relationships with suppliers, ensuring quality and value.
• Oversee health, safety, and compliance activities, working with external providers to ensure adherence to legislation and internal policies.
• Support office‑related projects such as refurbishments, moves, and workspace improvements.
• Oversee the new joiner set‑up process, ensuring the facilities and reception teams provide required equipment and a smooth home/office set‑up.
• Monitor budgets, contractor performance, and service levels.
• Provide proactive EA support to the Managing Director including diary management, meeting coordination, travel arrangements, and administrative support.

What We’re Looking For

• Experience in office or facilities management, ideally with multi‑site exposure.
• Strong organisational, problem‑solving, and decision‑making skills.
• Experience managing contractors, suppliers, and small teams.
• Excellent communication skills and the ability to build strong relationships across the business.
• Good understanding of health & safety compliance (with specialist tasks outsourced).
• Proficient IT skills and confidence using office systems.
• Professional, approachable, and highly organised with strong attention to detail.
• Calm under pressure, proactive, and committed to maintaining a high‑quality working environment.
• Discreet and trustworthy when supporting senior leadership.

Working Arrangements

Primary location: Liverpool office

Office attendance is essential due to the operational nature of the role.