JOB TITLE: Assistant Facilities Manager DEPARTMENT: Facilities FRAMEWORK: Professional REPORTING TO: Head of National Premises and Facilities KEY RELATIONSHIPS: Engineering Subcontractors Cleaning Subcontractors Catering Partners Security Personnel FOH Staff IoD Departments SALARY: £ 40,000-£45,000 per annum CONTRACT TYPE: Permanent HOURS: Full-time 35 hours per week - Monday to Friday, 9am to 5pm LOCATION: 116 Pall Mall, London, SW1Y 5ED About Us The Institute of Directors (IoD) is a thriving membership community for Directors in the UK and beyond, where you can connect with other leaders, develop our skills, and be heard. At a time when great Directors have never been more important, the IoD offers professional development, valuable connections, and influence. CONNECT – Connect with other Directors and leaders to exchange ideas, learn together, and support each other. DEVELOP – Advance your skills and knowledge with professional development created by Directors for Directors. INFLUENCE – Make yourself heard where it matters. The IoD is its member’s voice to Government. About The Role The Facilities team are responsible for the safe up-keep of this Grade 1 Listed building, and lead on the wider network of premises and hubs – managing the relationship with 50 locations nationwide. I In this role, you will support with the day-to-day operations of this team, playing a pivotal role in ensuring the smooth running of this function. Key Responsibilities As Assistant Facilities Manager, your responsibilities will include, but not limited to: Daily walk around/ inspections of common areas, basement and external fabric of building ensuring site is clean and safe for member, visitors and staff and contractors. Performs the completion process for inspections and audits with M&E and Cleaning contractors. Manage to order supplies and equipment as needed to stay within budgetary guidelines. Completes documentation and other paperwork in a timely, accurate, and complete fashion so that service requests can be appropriately documented and tracked. Keeps financial tracker updated and follows invoice procedures / protocol. Keeps Key Management tracker updated and follows key management procedures / protocol. Coordinates with contractors / suppliers executing minor works on site. Conducts Health & Safety inductions to staff, contractors and external personnel. Records contractors / suppliers performance to standard and retain accurate records of their site operations including all relevant RAMS for site. Develops standards for the cleanliness and overall appearance of the property to ensure that they reflect and represent the high quality of the property. Periodically inspects work with Premises and Facilities Manager performed by contracted team members to assess effectiveness of policies and procedures and suggest / develop corrective action plans as needed. Monthly H&S logbook checks and First Aid boxes. Ensuring that all accidents, near misses and other risks identified, reported and recorded and any actions updated on M&E portal and highlighted to Facilities Manager. Ensure compliance with all sub-contractors, KPIs and SLA's, industry best practices, Professional Statement and statutory obligations. Develop and maintain good relations the wider contractors. Demonstrates customer services skills by treating staff, members, contractors and others with respect, answering questions from your team responding sensitively to complaints about maintenance, cleaning / security services. Undertaking any other duties which may be reasonably allocated. Is available on call out of hours to respond to emergency situations to resolve problems or contact contractors to address. Person Specification Essential Qualifications A relevant health and safety qualification (desirable). IOSH/NEEBOSH An FM qualification is desirable or trade qualification. Knowledge Awareness and understanding of facilities management operations, DSE, First Aid and Fire Marshal responsibilities. Experience using CAFM Systems Listed Building management experience Clear understanding of statutory compliance L8 Water Hygiene understanding Experience Experience, of acting in accordance with the IoD’s key values; teamwork, agility, respect, and leadership. 5 years working as in Facilities Skills Juggling tasks is second nature to you, and your attention to detail ensures nothing slips through the cracks. A high performer, resilient when under pressure and during periods of change. Good computer and data entry skills. Problem solving Critical thinking Time Management and workload priority Great communication skills Attributes/ Personal Characteristics A graduate calibre that demonstrates a willingness to learn and the ability to take on new challenges. A people person: Building rapport with people, be it clients or potential customers, is your superpower. Benefits at IoD Generous contributory pension scheme. Life Assurance of 4 x salary, or 8x salary if you have dependants. 1 x Wellbeing Day, and 2 x Corporate Social Responsibility (CSR) days. Christmas closure. Bonus Scheme. Employee Assistance Programme. Monthly Employee of the Month Award, and quarterly colleague nominated Employee Above & Beyond Award. Access to Perkbox platform. Impressive work environment and discount in Member café, bar & restaurant. 25 days annual leave. Colleagues who have completed 3 years’ continuous service, will be eligible for additional days leave, up to a maximum of 30 days annual leave.