Facility Manager

Working Schedule

• Facility Managers typically work full-time and may be on call for emergencies. Overtime may be needed during renovations or events.
   

Typical Duties

• Oversee and schedule maintenance and repairs of building systems (i.e., HVAC, electrical, plumbing, etc.)
• Ensure facilities comply with applicable health and safety regulations
• Manage facilities-related budgets and forecast expenses
• Coordinate office moves, renovations, and space allocations
• Oversee construction and renovation projects are done safely and that building occupants are kept away from hazards
• Supervise cleaning, landscaping, pest control, security services, and maintenance/repair work
• Control entry to private areas
• Conduct regular inspections to look for repair or upgrade needs
• Negotiate contracts with service providers and suppliers
• Purchase and distribute supplies
• Implement energy-saving measures to reduce costs
• Maintain records of facility usage, maintenance schedules, and associated costs
• Coordinate with IT departments for infrastructure needs
• Lead or participate in emergency planning and preparedness, such as fire drills or incident response
• Properly dispose of surplus property
• Manage building leasing requirements, as directed

Additional Responsibilities

• Stay updated on building codes, regulations, and technologies, such as Internet-of-Things devices and programs
• Develop and implement facility management policies
• Train and supervise facility management staff
• Participate in sustainability efforts
• Liaise with stakeholders, regulatory bodies, and local authorities, as needed

Soft Skills

• Adaptability
• Attention to detail
• Budget management
• Cost efficiency
• Communication
• Conflict resolution
• Customer service
• Dependable
• Leadership and management
• Organizational skills
• Problem-solving

Technical Skills

• Asset management
• Budgeting, scheduling, and coordinating logistics
• Building energy management and sustainability
• Contract negotiation and vendor management
• Contractor performance monitoring
• Facility management software (Systems, Archibus, or IBM Tririga)
• Knowledge of local, state, and federal building codes and regulations (ADA compliance, fire safety standards, environmental regulations, etc.)
• Maintenance scheduling
• Mechanical and electrical systems
• Project management
• Risk assessment and emergency preparedness
• Smart building operations
• Space utilization analysis

• Corporate offices
• Educational institutions
• Facility management service providers
• Government buildings
• Hospitals and healthcare facilities
• Retail and commercial properties

Facility Managers juggle multiple tasks and priorities to ensure the seamless operation of all building functions. The role requires foreseeing and preventing problems before they come up and fixing them when they’re unexpected or unavoidable. They have to oversee the work or behaviors of many other people in the building, such as cleaning crews, repair contractors, and visiting guests.

They must try to manage the expectations of everyone who uses or has a stake in the building. Sometimes this requires finesse and the ability to negotiate compromises when there are disputes. When disputes do arise, Facility Managers may catch some of the blame for decisions beyond their control. Ideally, they have the full support of their organizational leadership, who are often the actual decision-makers. 

The rise of smart buildings and sustainability initiatives is having a big impact on the fields of construction and facility management. Facility Managers are increasingly involved in implementing technologies to incorporate automation systems, improve energy efficiency, and reduce carbon footprints.

The Covid pandemic prompted some changes in workplace design, aimed at emphasizing health and safety. Additionally, buildings in certain geographic regions are increasingly affected by weather events and natural disasters. This is prompting Facility Managers to take extra precautions and conduct more emergency preparedness activities. 

Most Facility Managers probably didn’t plan on entering the field at an early age, but they might have enjoyed taking good care of their rooms or households. They tend to be very responsible, dependable, organized, tidy, and good at solving logistical problems and leading projects or teams.