Facilities Specialist

Grow with us! We are currently looking for a colleague to join us as Facilities Specialist. This is an individual contributor role, and you’d be responsible for the effective overseeing of UI Frankfurt office, workplace services, and office operations. The role ensures a safe, efficient, and productive work environment by overseeing building maintenance, vendor coordination, car fleet administration, workplace experience, office administration, health and safety compliance, and office infrastructure. The Specialist supports business continuity and employee well-being while maintaining high service standards.

Your tasks and responsibilities:

Facility Coordination

• Manage day-to-day facility operations, including maintenance, cleaning, security, reception, catering and parking.
• Coordinate landlords and service providers, administer contracts and monitor vendor performance.
• Manage facility budgets, identify cost efficiencies and oversee the company car fleet in line with internal policies.
• Maintain facility documentation, permits, procedures and audit-readiness records.
• Support office renovations, relocations, expansions, space planning and workplace improvements.

Office Administration

• Coordinate office administration, supplies, equipment and inventory to ensure smooth daily operations.
• Manage workplace onboarding logistics, including office access, desks and badges.
• Ensure meeting rooms, common areas and workplace facilities are fully operational and professionally maintained.
• Organize internal meetings, events and employee engagement activities.
• Maintain office procedures and coordinate travel administration, mail, courier services and office communications.

Health, Safety & Compliance

• Ensure compliance with health and safety, fire, environmental and other workplace regulations.
• Conduct workplace inspections and risk assessments and coordinate emergency and evacuation procedures.
• Support internal and external audits relating to facilities and workplace operations.

Your skills and experience:

• Bachelor's degree in Facilities Management, Business Administration, Real Estate, Engineering, or a related field preferred.
• 5+ years of relevant experience in Facility Management, Office Management, Workplace Services, or Corporate Services.
• Fluency in German and English.
• Experience supervising vendors, service contracts, and workplace projects.
• Experience overseeing office operations in a corporate environment.
• Excellent vendor and stakeholder management abilities.
• Budget planning and financial knowledge would be an asset.
• Knowledge of workplace health, safety, and compliance regulations.
• Strong communication and interpersonal skills.
• Ability to operate multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office.

What we offer:

• An exciting working environment and challenging tasks
• Extensive insight into the European fund industry
• Friendly, international and goal-oriented working environment
• High degree of independent work
• Corporate benefits and other attractive discounts
• Free Deutschland Ticket
• Home office possibility and time flexibility
• Workation

About us:

Universal Investment is Europe’s leading third-party Management Company (ManCo) and fund services provider. For nearly 60 years, we have partnered with institutional investors and asset managers to deliver innovative fund solutions across all asset classes.

With operations across Germany, Luxembourg, Ireland, Poland, the UK, France, Sweden and Singapore, we offer opportunities to make an impact. We are looking for people who are curious, entrepreneurial, and eager to challenge the status quo. If you think beyond the obvious, embrace challenges, and thrive in a fast-moving environment, Universal Investment could be the right place for you.

Join a business where your ideas matter, your impact is visible, and your growth is part of our success.