Key Responsibilities and Required Skills for Assistant Facilities Manager

🎯 Role Definition

The Assistant Facilities Manager supports the Facilities Manager and site leadership by coordinating, executing, and optimizing building operations and maintenance programs across one or more properties or campuses. This role is responsible for managing maintenance teams and contractors, implementing preventative maintenance plans using a CMMS, ensuring compliance with safety, environmental and building codes, controlling facilities budgets, and delivering a reliable, efficient, and safe built environment for occupants and visitors. The Assistant Facilities Manager acts as a subject-matter resource for building systems (HVAC, electrical, plumbing, fire/life safety), vendor selection and oversight, space allocation support, and emergency response coordination.

📈 Career Progression

Typical Career Path

Entry Point From:

Facilities Coordinator
Maintenance Technician / Building Engineer
Operations Coordinator
Property Maintenance Supervisor

Advancement To:

Facilities Manager
Senior Facilities Manager
Director of Facilities or Director of Operations
Real Estate / Workplace Operations Lead

Lateral Moves:

Property Manager
Project Manager (construction/renovation)
Environmental Health & Safety (EHS) Manager
Vendor/Contract Management Lead

Core Responsibilities

Primary Functions

Oversee daily facilities operations and maintenance activities across assigned sites, ensuring building systems (HVAC, electrical, plumbing, elevators, and building automation systems) function reliably and within manufacturer and code specifications.
Develop, update and enforce a comprehensive preventative maintenance (PM) program using the organization’s CMMS (e.g., IBM Maximo, FM:Systems, Archibus), scheduling and tracking PMs, work orders, parts inventory, and technician labor to maximize uptime and asset life.
Supervise, mentor and coordinate the activities of maintenance technicians, custodial staff and third‑party service contractors; write and maintain clear scopes of work, service level expectations, and performance metrics.
Manage vendor and contractor procurement, qualification, scheduling and on-site supervision; lead contract negotiations, review SLAs and ensure compliance with insurance and safety requirements.
Monitor, reconcile and control the facilities operating budget including vendor invoices, maintenance spend, repair vs. replace analyses, and monthly budget reporting to identify cost savings and forecast needs.
Coordinate and execute small to medium capital improvement and renovation projects (planning, budgeting, scheduling, contractor oversight, quality assurance), ensuring projects meet scope, budget and timeline requirements.
Conduct regular building inspections, condition assessments and lifecycle analysis of critical assets; prepare repair recommendations, risk assessments, and long-term capital replacement plans.
Ensure compliance with federal, state and local building codes, fire and life safety regulations, OSHA standards, ADA requirements and environmental regulations, preparing documentation for inspections and audits.
Respond as a designated facilities representative for after-hours emergencies and incidents (power outages, floods, HVAC failures, security incidents), coordinating emergency services, contractors and business continuity actions.
Maintain and update building documentation: O&M manuals, equipment warranties, system drawings, vendor lists, as-built records, energy usage reports and regulatory compliance files.
Coordinate space planning, moves, setups and office reconfigurations in partnership with workplace services and HR to support growth, departmental changes and efficient space utilization.
Lead energy management and sustainability initiatives: monitor utilities, implement energy-saving projects, coordinate metering and benchmarking (e.g., ENERGY STAR, local mandates), and report on KPIs.
Oversee the asset inventory lifecycle including tagging, tracking, preventive replacement, and disposal processes; maintain spare parts inventory and reorder rules to reduce critical downtime.
Operate and maintain security and access control systems (CCTV, badge access, intrusion detection) in coordination with security teams and external vendors, ensuring occupant safety and property protection.
Implement and maintain a robust health, safety and environmental program for facilities staff and contractors including toolbox talks, safety training, incident investigations and corrective action plans.
Prepare and deliver periodic performance reports and key facility metrics (work order backlog, response times, energy consumption, maintenance costs) to leadership and stakeholders.
Manage lease, vendor and service contract administration support for property managers including tracking renewal dates, scope changes, billing disputes and vendor performance reviews.
Coordinate with IT and telecom teams for infrastructure projects, data center support, cabling pathways, and equipment rooms to ensure uptime and proper environmental control.
Facilitate regulatory inspections, third-party audits and certification processes; act as the point of contact with inspectors and promptly implement required corrective actions.
Implement continuous improvement initiatives for maintenance workflows, inventory, and vendor performance using data-driven approaches to reduce downtime and maintenance costs.
Conduct regular risk assessments and business continuity planning for facility systems critical to operations; update emergency response plans and run periodic drills with stakeholders.
Develop and maintain standard operating procedures (SOPs) for facilities functions and ensure consistent adherence by staff and contractors for quality and compliance continuity.
Coordinate janitorial, pest control, waste management and recycling programs to maintain cleanliness, health standards and building appearance consistent with organizational expectations.
Support capital budgeting processes by providing detailed scopes, cost estimates, prioritization rationale and expected ROI for replacement and upgrade projects.

Secondary Functions

Assist facilities leadership with preparing RFPs, evaluating bids and onboarding new service providers to scale operations and reduce costs.
Support facilities-related data collection and reporting for sustainability goals, CSR reporting and executive dashboards.
Provide subject matter input for workplace strategy, remote-hybrid office configurations and space utilization analytics.
Participate in cross-functional planning sessions for office moves, special events and large-procurement decisions requiring facility coordination.
Serve as backup for Facilities Manager duties during planned absence, ensuring continuity of operations, vendor escalation and compliance.
Support audits and compliance initiatives by preparing documentation, tracking action items and coordinating with regulatory bodies.
Contribute to staff training curriculum for new hires and apprentices; lead on-the-job coaching in preventative maintenance and safety best practices.
Participate in vendor performance reviews and improvement initiatives to optimize contract value and service delivery.
Assist with lifecycle cost analysis and ROI calculation for energy, capital and maintenance projects to support capital budgeting decisions.
Maintain updated digital records (drawings, equipment lists, SOPs) to improve information access across facilities and property teams.

Required Skills & Competencies

Hard Skills (Technical)

Facilities management and facility operations expertise (commercial office, industrial, healthcare or higher education campuses).
CMMS proficiency (creating, prioritizing and closing work orders; PM scheduling and reporting) — experience with systems like IBM Maximo, FM:Systems, Archibus, or Corrigo preferred.
Strong mechanical and technical knowledge of HVAC, boilers, chillers, air handlers, electrical distribution, plumbing and fire/life safety systems.
Project management skills for overseeing renovation and small capital projects (scope development, scheduling, contractor coordination, quality control).
Contract and vendor management (RFP preparation, negotiation, SLA and performance management).
Budgeting, cost control, forecasting and financial stewardship for facilities operations and maintenance spend.
Regulatory compliance knowledge: OSHA, ADA, local building codes, fire safety codes, environmental permits and health regulations.
Energy management and sustainability experience (utility monitoring, energy conservation measures, benchmarking).
Building automation systems (BAS) and controls troubleshooting and optimization.
Preventive and predictive maintenance planning, spare parts inventory management and asset lifecycle analysis.
Security and access control system familiarity (CCTV, badge systems, intrusion detection).
Familiarity with CAD/technical drawings and ability to interpret as-built plans and equipment manuals.
Proficiency with Microsoft Office suite; experience creating performance dashboards and KPI reports.

Soft Skills

Leadership: ability to supervise, motivate and develop small technical teams and contractors.
Excellent written and verbal communication; effectively interacts with stakeholders, vendors and senior leadership.
Strong problem solving and critical thinking with a hands-on, solutions-oriented approach.
Time management and prioritization skills to balance reactive and preventive work demands.
Customer service mindset: responsiveness to building occupants and internal clients.
Negotiation skills for vendor contracts and procurement.
Attention to detail for compliance documentation, inspections and maintenance records.
Adaptability and resilience in fast-paced, emergency-prone environments.
Team collaboration: works cross-functionally with HR, IT, Security, Real Estate and Operations.
Analytical mindset: uses data to drive maintenance priorities, vendor selection and budget decisions.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED plus vocational training/certification in HVAC, electrical, building trades, or facilities-related field; or Associate degree in Building Systems, Facilities Management or related area.

Preferred Education:

Bachelor’s degree in Facilities Management, Mechanical/Electrical Engineering, Construction Management, Business Administration or related discipline.
Professional certifications preferred: IFMA Certified Facility Manager (CFM) or Facility Management Professional (FMP), HVAC certification, OSHA 30, LEED or BOMA credentials.

Relevant Fields of Study:

Facilities Management / Workplace Management
Mechanical or Electrical Engineering
Construction Management / Architecture
Business Administration / Operations Management
Environmental Health & Safety / Sustainability

Experience Requirements

Typical Experience Range: 3–7 years of progressive facilities, maintenance or building operations experience; at least 2 years in a supervisory or lead technician role preferred.

Preferred:

5+ years experience in facilities operations with direct responsibility for maintenance teams and contractor oversight.
Demonstrated experience managing CMMS, preventive maintenance programs and multi-site operations.
Track record of supporting or leading small capital projects, vendor negotiations and budget management.
Experience with regulatory inspections, safety program implementation and emergency response coordination.