Office Manager - 9 Month Fixed term contract at Moonpig | Remote Jobs

Office Manager - 9 Month Fixed term contract at Moonpig | Remote Jobs

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. Interview Process • Recruiter screening call (20–30 minutes). • First stage: 30–45-minute in-person interview with the People Director, followed by a 20-minute office tour with the current Office Manager. • Second/final stage: 30-minute virtual call with a key senior stakeholder. Offer! 🎉 Our process may vary depending on role and availability. We keep candidates informed of any changes. What’s in it for you? We believe in empowering our team to do their best work. Enjoy: 💰 Competitive Pay & Bonuses: Plus, generous pension plans & staff discounts. 💆🏽 Wellbeing First: Private healthcare (UK) and mental health support 🏖️ Flexible Working & Time Off: Generous holidays, hybrid working (1-3 days in office, depending on role/team) & up to 20 days of international working. 📈 Career Growth: Learning allowances, coaching & development programs. Want to know more? Explore our full benefits package: here Our Ways of Working: We trust our colleagues to do what’s right and offer flexibility to support a balance between work and life. At the same time, face-to-face office time is an important and expected part of working at Moonpig Group. We believe regular in-person working supports collaboration, alignment, and effective decision-making. Candidates will have regular and ongoing time working from the office as part of their role, which will be discussed during the recruitment process. Moonpig Group’s Commitment to Equality, Diversity, and Inclusivity: At Moonpig Group, we’re all about creating a workplace where everyone feels they truly belong. We celebrate what makes each of us unique, whether that’s our background, how we work best, or what matters most to us. From working parents who need flexible hours to neurodiverse colleagues with specific working styles, we’re here to support our people in ways that work for them. Because when you feel valued and included, you can thrive, and so can we. We’re proud to have a number of employee-led groups driving this forward, including our LGBTQ+, Gender Balance, Neurodiversity and EMBRACE (Educating Myself for Better Racial Awareness and Cultural Enrichment) communities, plus our Group-wide EDI committee. These teams help make sure every voice is heard and every idea has a place. We know that diversity fuels creativity, innovation and connection, and that’s why we’ll keep pushing for progress. Together, we’re building a culture where everyone feels safe, supported, and free to be their brilliant, authentic selves. If you have a preferred name, please use it to apply and share your pronouns if you are comfortable to do so😊
If you have any reasonable adjustment requests throughout the interview process please let us know on your application or speak to the Recruiter. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.