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.
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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
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Experience | - Experience, of acting in accordance with the IoD’s key values; teamwork, agility, respect, and leadership.
- 5+ years working as in Facilities
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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
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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.
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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.