Office and Facilities Manager

Policy Expert; London; On-site; GBP 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a dynamic Office and Facilities Manager to oversee daily operations in their London office. This role is pivotal in ensuring a safe, organized, and efficient workspace. You will manage office logistics, vendor relationships, and support administrative functions, all while fostering a productive environment. The ideal candidate is highly organized, proactive, and enjoys working on multiple projects. Join a forward-thinking company that values innovation and offers a generous benefits package, including a learning budget and private medical cover.

Benefits

Generous Pension Contribution

Private Medical Cover

Dental Cover

Learning Budget

Enhanced Maternity & Paternity

Travel Season Ticket Loan

Access to London O2 Events

Employee Wellbeing Programme

Qualifications

• Proven experience as an Office Manager or Facilities Manager.
• Knowledge of Office Administrator responsibilities and procedures.
• Excellent written and verbal communication skills.

Responsibilities

• Oversee daily operations of the office and facility.
• Coordinate office logistics and manage vendor relationships.
• Ensure a productive and comfortable work environment.

Skills

Organisation

Time Management

Communication

Problem-Solving

Attention to Detail

Proactivity

Team Player

Tools

MS Office

Office Machines

Job description

Policy Expert – Office and Facilities Manager

Are you ready to transform the insurance industry?

Policy Expert is a forward-thinking business that loves to get things done. Leveraging proprietary technology and smart data, we offer reliable products and a wow customer experience.

Having achieved rapid growth since being founded in 2011, we've won over 1.5 million customers in Home, Motor and Pet insurance and have been ranked the UK's No.1-rated home insurer by Review Centre since 2013.

Hear from our team about what it's like working at Policy Expert

Your Responsibilities

Our Office and Facilities Manager will be responsible for overseeing the daily operations of the office and facility, ensuring the workspace is safe, organised, and efficiently managed. This role involves coordinating office logistics, including a potential move, being the main stakeholder for our office building, ensuring facilities are maintained, and supporting administrative functions to promote a productive and comfortable work environment.

1. Main stakeholder for office building, managing all relationships within the premises to ensure the office is fully stocked, secure and in working order.
2. Coordinate office space planning, layout, and seating plan to maximise efficiency.
3. Coordinate and manage all RPM and PPM.
4. Maintain the office condition and arrange necessary repairs in a timely fashion.
5. Liaise with vendors and contractors for repairs, maintenance, and improvements to the facility.
6. Manage the office's cleaning and ensure this is always completed to the best standard.
7. Act as a Commercial Partner by managing contracts and price negotiations with office vendors and service providers.
8. Support office moves and reconfigurations.
9. Act as the gate keeper of stock control and all office procurement ensuring supplies are always fully replenished with backup stock available.
10. Tracking and reconciliation of all office related spend.
11. Organise office operations and procedures liaising with the Line Managers.
12. Coordinate with IT department on all office equipment.
13. Provide remote support as part of a companywide Office Management team.
14. Address colleague queries regarding office management issues, for example but not limited to, breakdowns, access cards, DSE equipment.
15. Support People Experience in planning and executing in-house and off-site events and ensure the office policies and processes are up to date.
16. Conduct regular office walk through checks, to ensure desks are clear (under and above), walkways are free from clutter, communal spaces are free from rubbish and tidy, kitchens are tidy, and our working practices policy are being followed. Where breaches are found work with senior team to address.
17. Carry out regular meeting room checks to ensure equipment is working, supplies are fully stocked, the room is tidy and furniture is in good working order.
18. Oversee and administer communications via Polly and other outlets, keeping all colleagues fully informed.
19. Assist in the onboarding process for new hires, health and safety induction.
20. Induct all Line Managers covering health, safety and office management procedures.
21. Coordinate site specific health and safety arrangements, for example but not limited to; emergency procedures, risk assessment compliance, health plans, flu jabs, eyecare, office checks and audits.
22. Booking in of all visitors to ensure a seamless journey.
23. Provide support to the Group Office and Facilities Manager with various projects.

Who are you:

You will be a highly organised individual with a proactive and methodical approach. You will enjoy working on multiple projects across the business and have a naturally inquisitive mind. You will thrive in an autonomous role and be a critical and logical thinker.

1. Proven experience as an Office Manager, Front Office Manager or Facilities Manager.
2. Knowledge of Office Administrator responsibilities, systems and procedures.
3. Proficiency in MS Office (MS Excel and MS Outlook, in particular).
4. Hands on experience with office machines (e.g. Printers).
5. Excellent time management skills and ability to multi-task and prioritise work.
6. Proactive style.
7. Attention to detail and problem-solving skills.
8. Excellent written and verbal communication skills.
9. Strong organisational and planning skills in a fast-paced environment.
10. Strong team player
11. A creative mind with an ability to suggest improvements.
12. Confidentiality.

Benefits:

This role will be based in our London office 5 days a week

Generous Pension contribution scheme

Private medical & Dental cover

Learning budget of £1,000 a year + Study leave (with encouragement to use it)

Enhanced maternity & paternity

Travel season ticket loan

Access to a wide selection of London O2 events and use of a Private Lounge

Employee Wellbeing Programme

What We Stand for and Next Steps

"We pride ourselves on being an equal opportunity employer. We treat all applications equally and recruit based solely on an individual's skills, knowledge, and experience. The quality and growing diversity of our team is a testament to this commitment"

At Policy Expert, we are committed to fostering an inclusive and supportive environment for all candidates. If you require any reasonable adjustments during the interview process to accommodate your needs, please do not hesitate to let us know. We are dedicated to ensuring every candidate has an equal opportunity to succeed and will work with you to provide the necessary support.

We aim to be in touch within 14 working days of your application – you will be notified if successful or unsuccessful. Please be encouraged to apply even if you do not meet all the requirements.

Useful links:

Glassdoor | Trust Pilot | Best Companies