Policy Expert – Office and Facilities Manager We’re on a mission to make: The most successful insurance disruptor people want to stay with for life Are you ready to transform the insurance industry with innovative technology? At Policy Expert, we are on a mission to revolutionize Home, Pet, and Motor insurance, making it clear, fair, and great value for customers. Since our inception in 2011, our breakthrough thinking and proprietary tech, have won us over 1.5 million customers and the title of the UK’s No.1-rated home insurance provider for 9 years. 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. Main stakeholder for office building, managing all relationships within the premises to ensure the office is fully stocked, secure and in working order. Coordinate office space planning, layout, and seating plan to maximise efficiency. Coordinate and manage all RPM and PPM. Maintaining the office condition and arrange necessary repairs in a timely fashion Liaise with vendors and contractors for repairs, maintenance, and improvements to the facility. Manage the office’s cleaning and ensure this is always completed to the best standard. Act as a Commercial Partner by managing contracts and price negotiations with office vendors and service providers. Support office moves and reconfigurations. Act as the gate keeper of stock control and all office procurement ensuring supplies are always fully replenished with back up stock available. Tracking and reconciliation of all office related spend. Organise office operations and procedures liaising with the Line Mangers. Coordinate with IT department on all office equipment. Provide remote support as part of a companywide Office Management team. Address colleague queries regarding office management issues, for example but not limited to, breakdowns, access cards, DSE equipment. Support People Experience in planning and executing in-house and off-site events and ensure the office policies and processes are up to date. 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. 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. Oversee and administer communications via Polly and other outlets, keeping all colleagues fully informed. Assist in the onboarding process for new hires, health and safety induction. Induct all Line Managers covering health, safety and office management procedures. 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. Booking in of all visitors to ensure a seamless journey. 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. Proven experience as an Office Manager, Front Office Manager or Facilities Manager. Knowledge of Office Administrator responsibilities, systems and procedures. Proficiency in MS Office (MS Excel and MS Outlook, in particular). Hands on experience with office machines (e.g. Printers) Excellent time management skills and ability to multi-task and prioritise work. Proactive style. Attention to detail and problem-solving skills. Excellent written and verbal communication skills. Strong organisational and planning skills in a fast-paced environment. Strong team player A creative mind with an ability to suggest improvements. 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