Office Manager - 9 Month Fixed term contract

Job description

We’re the Moonpig Group – home to Moonpig, Greetz, Red Letter Days and Buyagift – and we’re on a mission to make people feel loved, celebrated and remembered. Whether it’s a card that gets them laughing out loud or a gift that makes their day, we help people stay close, no matter the miles. We’re proud to be leading the online gifting revolution, with brilliant products, clever tech and a whole lot of heart. Our platform makes it easy to create moments that matter – packed with personal touches and delivered with care. We’re not just about selling cards or gifts – we’re here to spread joy, spark smiles and make every celebration feel extra special. And with values that guide how we work and support one another, we’ve built a place where people (and ideas) can truly thrive. If you’re looking to make an impact, bring your spark and be part of something meaningful – we’d love to have you on the team. 🌙🐷 ### **Office Manager - 9 Month Fixed term contract |📍London – On-site (London 5 days per week) | 💰Competitive Salary + Benefits** ### **About the Role** We’re looking for an experienced, hands-on Office Manager to take ownership of the safe, effective and well-managed running of our London and Manchester offices. This is a fixed-term role for 9 months, based in London five days per week, with travel between London and Manchester. You’ll have end-to-end responsibility for day-to-day office operations, workplace Health & Safety coordination, facilities suppliers and Facilities Opex across both locations. You’ll combine strong operational discipline with a focus on creating safe, welcoming and well-run spaces for our people. ### Key Responsibilities • **Office & Facilities Management**: Own the safe, well-maintained day-to-day running of the London and Manchester offices; carry out inspections; resolve maintenance and facilities issues with landlords, building management, suppliers and contractors; manage planned and reactive maintenance; oversee access, security, visitors, meeting rooms, kitchens and shared spaces; maintain the annual facilities calendar; keep standards consistent across both locations; support Storio under the sublease agreement; and contribute to office moves, refurbishments and workplace projects. • **Health & Safety**: Coordinate workplace Health & Safety across both offices, including calendars, risk assessments, audits, inspections, fire risk assessments, evacuation procedures, fire drills, statutory testing, servicing, records and documentation; maintain the audit action plan and tracker; follow up owners, escalate overdue or high-risk actions, report progress and risks, maintain fire-warden and first-aider coverage and training, manage the DSE process and workplace adjustments, record and follow up accidents, incidents and near misses, work with landlords and building management, coordinate specialist advice, and strengthen processes and controls. • **Facilities Opex & Budget Management**: Own the Facilities Opex budget; maintain accurate spend tracking and actuals-versus-budget visibility; identify emerging pressures; keep expenditure within budget; forecast contractual commitments, maintenance, projects and one-off costs; explain material variances; identify savings without compromising safety or colleague experience; support annual budgeting; check invoices against contracted rates and delivered services; and report actuals, forecast, risks and opportunities to Finance and senior stakeholders. • **Supplier & Commercial Management**: Own facilities and workplace supplier relationships; maintain the supplier and contract register; set service expectations and KPIs; monitor quality, responsiveness, cost and value; review performance; benchmark pricing and obtain competitive quotations where appropriate; renegotiate or recommend supplier changes; and partner with Procurement, Finance and Legal on selection, negotiation and contracting. • **Workplace Experience**: Be visible and approachable across both workplaces; understand how colleagues use the offices; address recurring issues at root cause; keep facilities, maintenance, access and safety communications clear and timely; support office events and colleague activities; and improve workplace experience while balancing service, cost and operational requirements. ### About You • Previous experience in an Office Manager, Workplace Manager, Facilities Manager or similar role with operational ownership. • Experience managing multiple offices or locations would be advantageous. • Practical experience coordinating workplace Health & Safety, including audits, risk assessments, fire safety and workplace inspections. • Strong experience of action tracking and governance, with the ability to drive actions owned by other stakeholders through to completion. • Experience owning or managing a facilities or office operating budget, including budgeting, forecasting and variance management. • Strong commercial skills and experience managing and constructively challenging external suppliers. • Experience reviewing supplier performance and costs and negotiating improved commercial arrangements. • Highly organised, with strong attention to detail and excellent follow-through. • Comfortable working with data and maintaining accurate trackers and reporting. • Able to prioritise effectively and distinguish between urgent operational issues and longer-term improvements. • Confident in communicating and influencing across different levels. • Willing to challenge constructively when actions are overdue, costs are increasing or suppliers are not delivering. • A practical problem solver who takes ownership and sees issues through to resolution. • Comfortable travelling between London and Manchester. • A relevant Health & Safety qualification such as IOSH Managing Safely would be desirable. If not already held, you would be expected to undertake appropriate Health & Safety training.