Facilities Manager Job Description: Top Duties and Qualifications

A Facilities Manager, or Maintenance Manager, maintains and oversees a company’s grounds, buildings and equipment to ensure that a workspace is safe and functional. Their duties include negotiating contracts with service providers, inspecting facilities to meet safety regulations and coordinating renovations and updates.

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Facilities Manager duties and responsibilities

A Facilities Manager performs many maintenance, safety and management tasks that promote a clean and safe working environment for the building’s employees, including:

  • Delegating cleaning and maintenance tasks to team members
  • Monitoring the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots and outdoor recreation spaces
  • Performing routine maintenance on facilities and making repairs as needed
  • Scheduling routine inspections and emergency repairs with outside vendors
  • Ensuring proper security measures for the workplace, including collaborating with security system vendors or a team of security professionals
  • Maintaining day-to-day operations of facilities, such as delegating or completing maintenance orders
  • Creating reports on maintenance, repairs, safety and other occurrences for supervisors and other relevant staff
  • Preparing facilities for changing weather conditions
  • Collaborating with building owners and upper management on budgeting for facilities needs

What does a Facilities Manager do?

Facilities Managers work for property management companies and independent businesses that own their own property to inspect and maintain electrical, plumbing, air conditioning and landscaping on the premises. They collaborate with building inhabitants to set safety protocols, supervise security staff and technology, schedule routine maintenance, plan new projects and perform emergency repairs. Facilities Managers schedule daily janitorial services to keep the building’s interior attractive and hygienic. They assess the costs of maintaining workspaces, make recommendations for becoming more efficient and may assist in relocating businesses to a new office space that better meets their needs.

Facilities Manager skills and qualifications

A Facilities Manager uses many soft skills and industry knowledge to maintain the commercial properties they oversee, including:

  • Advanced mechanical skills and knowledge of plumbing, HVAC and other building systems
  • Proficiency with repair tools and techniques
  • Excellent communication and interpersonal skills, including the ability to speak with all levels of employees, guests, vendors and team members
  • Great time management, organization and prioritization abilities
  • Keen attention to detail and efficient problem-solving skills
  • Ability to lift heavy equipment and comfortable standing or walking for long periods of time

Facilities Manager salary expectations

A Facilities Manager makes an average of $64,160 per year. Salary may depend on level of education, experience and geographical location.

Facilities Manager education and training requirements

Facilities Manager candidates likely have at least a high school diploma or GED and many years of on-the-job training from previous roles in the industry. Some candidates may have completed facilities management coursework in a technical or trade school, such as HVAC or plumbing. Other candidates may have an associate or bachelor’s degree in facilities management or an engineering field. There may be some candidates with master’s level education in facilities management technology. All education programs provide candidates with practical training in project management, communication, sustainability and operations management.

Facilities Manager experience requirements

As a managerial position, candidates should have many years of experience in building maintenance roles. Some candidates may have a background in plumbing, HVAC, general repair or professional/industrial cleaning. Previous leadership experience is also beneficial. Other candidates may have already served as a Facilities Manager or equivalent role and can more easily transition into this new position. Some on-the-job training may be required to get new hires acquainted with the spaces and staff they’ll oversee.

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Frequently asked questions about Facilities Managers

 

What is the difference between a Facilities Manager and a Property Manager?

A Facilities Manager focuses on the upkeep of a building and the surrounding area, while a Property Manager mainly acts as an intermediary between a property owner and the tenants renting their space. Facilities Managers work towards making sure a building is hospitable for the people using it, while Property Managers are in charge of recruiting tenants, collecting rent and promoting the interests of the building owner. Facilities Managers respond to the day-to-day maintenance of a building’s fixtures and may work alongside a Property Manager to increase or preserve the real estate value of a building.

 

What at the qualities of a good Facilities Manager?

Good Facilities Managers are very perceptive of their surroundings and can identify the aspects of a company’s facilities that need immediate attention and which should be serviced soon. They listen to the needs of a building’s occupants and complete their work with their comfort and convenience in mind. Successful Facilities Managers have a strong sense of urgency and don’t put off tasks, instead taking the initiative to resolve them as quickly as possible. They are excellent at delegating tasks to others and scheduling multiple types of services according to the business’ operations budget.

 

Who does a Facilities Manager report to?

At small businesses, Facilities Managers usually report directly to a business owner, who they collaborate with to build systems for reporting and responding to building issues. At large companies, Facilities Managers may work directly under an Operations Director or General Manager who provides instruction on approved service providers and expected project completion timelines.

 

What are the daily duties of a Facilities Manager?

On a typical day, a Facilities Manager surveys a business property and determines priorities for improving or maintaining the safety and security of the space. They might perform light maintenance themselves or call local tradespeople to schedule services, then inspect their work to ensure it meets environmental and health regulations. Facilities Managers review support tickets for issues inside the building and send updates to the business owner about upcoming repairs and refurbishments. They produce reports and write recommendations on how to configure the building efficiently.

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