Office Manager, Moonpig
9 Month Fixed term contract
Salary not provided
Mid and Senior level
London
5 days a week in office
Online company for personalised cards, gifts and flowers
Be an early applicant
Online company for personalised cards, gifts and flowers
501-1000 employees
B2CRetailFlowerseCommerce
Be an early applicant
Salary not provided
Mid and Senior level
London
5 days a week in office
501-1000 employees
B2CRetailFlowerseCommerce
Company mission
To help people connect and create moments that matter.
Role
Who you are
- 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
What the job involves
- 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
- 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
Salary benchmarks
Our take
When Moonpig was founded in 2000, it bought into the idea that a personalised gift is always more meaningful, whether sent from the sofa, the commute, or the gym. Customers quickly bought into this vision, and Moonpig saw rapid growth culminating in its 2011 acquisition by Photobox for £120M.
Since then, Moonpig has seen continued success. Through expansion into new products such as flowers (Moonpig is now a top-3 online flower seller) and the development of its own app, Moonpig has established its place within the market for personalised gifts.
And it doesn't plan on slowing down anytime soon, as it looks to expand even further. Recent innovations have included the introduction of giant cards, and the company has also secured the ability to create exclusively branded ranges alongside Disney and Warner Bros. This commitment to innovation positions Moonpig to capture even more market share and strengthen its leadership in the industry.
Freddie
Company Specialist at Welcome to the Jungle
Insights
Led by a woman
Company
Company benefits
- Annual reviews
- Attractive annual bonus scheme - with increased earning potential based on business and individual performance
- Pension scheme where we match up to 5%
- Referral scheme with cash bonus available
- Interest-free travel loan
- Sharesave Plan - Save as you earn
- Generous staff Moonpig, Red Letter Days and Buyagift products
- Private medical insurance
- Private dental plan
- Life assurance paying 4x your salary
- Eye care vouchers
- Cycle to work scheme
- Free access to 24h mental health and wellbeing resource as well as one to one therapy sessions via Spill
- Dog-friendly offices
- Access to a broad range of training workshops and courses
- Technical and professional qualifications policy, allowing individuals to apply for a more formal professional qualification, using allocated individual allowance
- Career Conversations with your manager to create your Career Development Plan
- 25 days’ holiday plus 1 day per year of service (up to 30 days)
- Growing Your Family - 8 weeks paid supporting caregiver leave and 24 weeks full pay primary caregiver leave (based on qualifying criteria)
- Flexible working opportunities based on our Ways of Working - inclusive of Hybrid and Remote
- Summer Hours - We finish at 4pm on Friday's during the months of June, July and August
- Volunteering - 1 day - the equivalent of 8 hrs of time to give back - through a chosen charity or our MP Group Foundation
- Matched Funding Scheme - This scheme provides colleagues with a fundraising allowance to support causes close to their hearts
Company HQ
Farringdon, London, UK
Leadership
Catherine Faiers
(CEO)Previously Non-Exec Director at Allegro and COO of Auto Trader and Addison Lee. Was also Corporate Development Director at Trainline and a Director at DC Advisory.
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