Key Responsibilities and Required Skills for Building Manager

🎯 Role Definition

The Building Manager is responsible for the day-to-day operations, maintenance, safety, and financial performance of one or multiple commercial, residential, or mixed‑use properties. This role ensures building systems (HVAC, electrical, plumbing, elevators, fire/life safety, security) are reliable and code-compliant, manages vendors and contractors, drives preventive maintenance and energy-efficiency initiatives, oversees capital projects and tenant improvements, and delivers excellent tenant and stakeholder service while controlling OPEX and CAPEX. The ideal candidate combines technical knowledge, vendor and budget management experience, regulatory compliance expertise, and strong interpersonal skills.

📈 Career Progression

Typical Career Path

Entry Point From:

Facilities Technician / Maintenance Technician (electrical, HVAC, plumbing)
Assistant Building Manager / Facilities Coordinator
Property Administrator or Building Engineer

Advancement To:

Senior Building Manager / Regional Facilities Manager
Facilities Operations Manager / Director of Facilities
Head of Property Management / Asset Manager

Lateral Moves:

Property Manager (commercial or residential portfolio)
Project Manager (construction / tenant improvements)
Energy Manager / Sustainability Coordinator

Core Responsibilities

Primary Functions

Lead, coordinate and execute a comprehensive preventive maintenance program for HVAC, boilers, chillers, chill water systems, air handling units, pumps, and all mechanical equipment to maximize uptime and extend asset life, using a CMMS to track work orders and asset histories.
Manage and troubleshoot complex HVAC and mechanical systems including rooftop units, VAVs, chillers, boilers, domestic hot water systems, and building automation systems (BAS/EMCS), ensuring optimal performance, correct calibration and energy-efficient operation.
Oversee electrical systems and distribution (switchgear, panels, transformers) including routine inspections, coordination of licensed electricians for repairs, and ensuring compliance with local electrical codes and NFPA standards.
Direct fire and life-safety systems management: fire alarm systems, sprinkler systems, emergency generators, egress lighting, and annual testing and inspection schedules, and coordinate with accredited service vendors to maintain compliance with NFPA and local fire codes.
Supervise elevator/escalator maintenance vendors and coordinate periodic inspections, emergency repairs, and modernization projects to maintain accessibility compliance and building uptime.
Prepare, manage and report on the facilities OPEX and CAPEX budgets, forecast maintenance costs, analyze variances, approve expenditures within delegation, and identify cost-saving and lifecycle optimization opportunities.
Negotiate, procure and manage service contracts, vendor performance (SLAs), and third-party contractors for HVAC, electrical, plumbing, landscaping, cleaning, security and specialty systems; maintain insurance and certificate of insurance (COI) records.
Plan and manage capital improvement projects and tenant improvement (TI) work: develop scopes, obtain competitive bids, coordinate contractors, track schedules and budgets, and report project milestones to stakeholders.
Serve as the primary point of contact for tenants/occupants: resolve service requests, manage move-ins/move-outs, enforce building policies, and maintain high tenant satisfaction and retention.
Implement and maintain a comprehensive asset inventory and spare parts strategy to minimize mean time to repair (MTTR) for critical systems and avoid unplanned downtime.
Conduct routine building tours, inspections, and condition assessments to identify hazards, deferred maintenance, and opportunities to improve reliability and energy performance; produce clear inspection reports and remediation plans.
Develop, maintain and execute emergency preparedness and business continuity plans including building evacuation procedures, on-call rotations, emergency vendor rosters, and coordination with local authorities during incidents.
Ensure regulatory compliance across building operations including ADA, OSHA, environmental permits, hazardous materials handling, lead/asbestos/PCB management policies, and timely submission of required documentation.
Lead energy management and sustainability initiatives: monitor energy and water consumption, implement conservation projects, coordinate submetering and building automation optimizations, and pursue LEED or other green certifications where applicable.
Maintain security and access control systems (CCTV, card access, visitor management) and coordinate with security vendors and internal stakeholders to manage incidents, investigations, and continuous improvements to perimeter and occupant safety.
Coordinate janitorial and common-area services to uphold corporate standards for cleanliness and presentation; manage schedules, quality audits, and vendor performance.
Supervise, train and develop in-house maintenance staff and contractors, including hiring, performance reviews, shift scheduling, and fostering a safety-first, customer-focused culture.
Administer lease-related operational obligations: coordinate landlord responsibilities, perform space condition documentation, oversee tenant repairs that fall under landlord scope, and support lease negotiations with operational input.
Oversee procurement of building supplies, equipment and service requisitions, maintaining competitive vendor relationships, managing purchase orders and ensuring accurate invoicing and cost controls.
Maintain accurate maintenance records, compliance logs, safety training records, and building documentation (as-built drawings, operation manuals, warranties) for audits and smooth handover during turnover.
Drive continuous improvement initiatives by analyzing maintenance metrics (work order backlog, response times, repair costs), implementing process improvements, and presenting KPI dashboards to property leadership.

Secondary Functions

Respond to ad-hoc requests from property leadership and business stakeholders related to facility operations, capital planning, and tenant coordination.
Support facility condition assessments and due diligence for acquisitions, dispositions, or refinancing activities by providing technical building information and historical maintenance data.
Collaborate with corporate sustainability teams to pilot energy-saving technologies, implement recycling programs, and track greenhouse gas (GHG) emissions reductions.
Participate in periodic budgeting cycles and contribute operational insight for long-term asset management plans and reserve studies.
Support vendor onboarding, contract renewals and procurement process improvements to centralize preferred vendor lists and achieve volume discounts.
Contribute to internal training materials and facility operations manuals for consistent onboarding of new maintenance personnel and contractors.

Required Skills & Competencies

Hard Skills (Technical)

Proven facilities management expertise across mechanical, electrical, plumbing and life-safety systems; deep familiarity with HVAC troubleshooting, boilers, chillers, pumps, and controls.
Proficiency with Computerized Maintenance Management Systems (CMMS) such as IBM Maximo, Archibus, FAMIS, FMX or UpKeep for work order management, preventive maintenance scheduling and asset tracking.
Strong vendor and contract management skills: RFP creation, scope of work development, negotiating SLAs, and contractor performance oversight.
Budgeting and financial acumen for OPEX/CAPEX planning, forecasting, cost control, and variance analysis; experience preparing monthly and annual facilities financial reports.
Knowledge of building automation systems (BAS/EMCS), BMS programming basics, BACnet/Modbus protocols, and capability to work with controls vendors to optimize performance.
Thorough understanding of local building codes, IBC, NFPA standards, ADA requirements, OSHA regulations, and environmental permit compliance.
Experience managing capital projects and tenant improvement (TI) construction: reading blueprints, coordinating multiple trades, scheduling, and safety oversight.
Energy management and sustainability skills: energy audits, submetering, lighting retrofits, and working knowledge of LEED, Energy Star, or other green building frameworks.
Familiarity with security and access control systems (CCTV, card readers, intercoms) and vendor-managed security operations.
Proficiency in Microsoft Office Suite (Excel advanced functions for budgeting and KPI reporting, PowerPoint for stakeholder updates) and basic familiarity with CAD or as‑built drawing interpretation.

Soft Skills

Exceptional tenant and client service orientation with a proven track record of resolving escalations diplomatically and retaining tenants.
Strong leadership and team management skills: hire, mentor, schedule and evaluate maintenance staff and vendor crews.
Excellent written and verbal communication skills for reports, incident documentation, contractor coordination and stakeholder presentations.
Analytical and problem-solving mindset with attention to detail and ability to prioritize competing maintenance and project tasks.
Time management and organizational skills to balance reactive maintenance, preventive programs, and capital projects simultaneously.
Negotiation and conflict resolution skills when dealing with vendors, contractors and tenant disputes.
High level of integrity, accountability, and a proactive safety-first approach.
Adaptability and resilience to manage building incidents, emergency responses, and after-hours operational demands.
Collaborative mindset to work cross-functionally with operations, leasing, legal, finance, and sustainability teams.
Continuous improvement orientation, data-driven decision making, and KPI stewardship.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent plus technical certifications or relevant trade experience (HVAC, electrical, plumbing).

Preferred Education:

Bachelor's degree in Facilities Management, Mechanical/Electrical Engineering, Construction Management, Real Estate, Business Administration, or related field.
Professional credentials preferred: CFM (Certified Facility Manager), FMP (Facility Management Professional), RPA (Real Property Administrator), LEED AP, OSHA 30-hour.

Relevant Fields of Study:

Facilities Management / Building Operations
Mechanical or Electrical Engineering
Construction Management / Project Management
Property / Real Estate Management
Environmental or Energy Engineering

Experience Requirements

Typical Experience Range: 5 - 10+ years of progressively responsible facilities/building management or building engineering experience.

Preferred:

7+ years managing commercial or multi-tenant properties, mixed-use buildings, or high-rise assets.
Prior supervisory experience managing maintenance teams and third-party contractors.
Documented success with preventive maintenance programs, CMMS implementation, and capital project delivery.
Experience with regulatory inspections, code compliance, and emergency response coordination.