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Key Responsibilities and Required Skills for Director of Facility Management

💰 $120,000 - $190,000

Facilities ManagementOperationsReal EstateMaintenanceSafety & Compliance

🎯 Role Definition

The Director of Facility Management leads all aspects of facilities operations across multiple sites or a large campus. This role is accountable for operational reliability, asset lifecycle management, capital project delivery, cost optimization, safety and regulatory compliance (OSHA, NFPA, local codes), vendor performance, and a high-quality workplace experience for employees and tenants. The Director provides strategic direction, develops multi-year facility plans (CAPEX & OPEX), and partners with real estate, HR, IT, and business leaders to enable organizational goals and continuity of operations.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Manager (multi-site or large single-site)
  • Senior Maintenance Manager / Plant Manager
  • Engineering Manager (mechanical/electrical)
  • Real Estate/Property Manager with technical background

Advancement To:

  • Vice President of Facilities / Real Estate Operations
  • Head of Global Workplace Services
  • Chief Operating Officer (COO) for operations-intensive organizations

Lateral Moves:

  • Director of Real Estate & Portfolio Management
  • Director of Environmental Health & Safety (EHS)
  • Director of Capital Projects / Construction Management

Core Responsibilities

Primary Functions

  • Develop and execute a comprehensive facilities strategy aligned to corporate objectives: optimize asset reliability, reduce total cost of ownership, and support business growth across X sites and Y square feet.
  • Own P&L accountability for facility operations, including annual OPEX forecasting, CAPEX planning, variance analysis, and monthly financial reporting to senior leadership.
  • Lead the multi-year capital program: scope, prioritize, justify, and deliver capital projects (building lifecycle, MEP upgrades, energy efficiency retrofits, tenant improvements) on time and on budget.
  • Oversee preventive and predictive maintenance programs using CMMS/CAFM (e.g., IBM Maximo, FM:Systems, UpKeep) to maximize uptime of HVAC, electrical, plumbing, building automation (BMS), and critical infrastructure.
  • Manage vendor selection, contract negotiation, service level agreements (SLAs), and performance management for outsourced trades (mechanical, electrical, janitorial, security, landscaping, waste management).
  • Ensure compliance with federal, state, and local regulations (OSHA, NFPA, ADA, EPA) and maintain all required permits, inspections, and certifications for buildings and equipment.
  • Establish and run a robust emergency preparedness and business continuity program, including fire/life-safety systems, emergency power, disaster recovery plans, and crisis response drills.
  • Drive energy and sustainability initiatives: energy management, utility benchmarking, LEED/ISO/ENERGY STAR goals, waste reduction, and decarbonization roadmaps to reduce utility spend and carbon footprint.
  • Implement asset management strategies: lifecycle planning, condition assessments, asset inventories, and capital replacement schedules to minimize reactive maintenance and extend asset life.
  • Lead, coach, and develop a multi-disciplinary facilities team (maintenance technicians, engineers, custodial, security, project managers) including recruiting, performance management, and succession planning.
  • Oversee space planning and workplace services to support occupancy planning, moves, furniture management, and efficient use of portfolio square footage.
  • Coordinate with IT and security to maintain building automation, access control, CCTV, networked systems, and integration of smart building technologies and IoT sensors.
  • Define and monitor operational KPIs (work order turnaround, equipment uptime, energy intensity, cost per square foot, safety incidents) and produce executive-level dashboards and monthly stewardship reports.
  • Lead cross-functional capital project governance: business case development, stakeholder engagement, risk assessments, procurement, and construction administration.
  • Design and enforce quality assurance and continuous improvement programs (5S, root cause analysis, preventive maintenance optimization) to lower downtime and service costs.
  • Manage lease administration and vendor commitments relating to building operations, including landlord/tenant coordination, space fit-out terms, and CAM cost reconciliation.
  • Administer health, safety, and environmental programs including contractor safety management, permit-to-work systems, confined space, lockout/tagout, and hazardous materials handling.
  • Drive cost optimization and vendor consolidation initiatives, implementing strategic sourcing, performance-based contracts, and lifecycle cost analysis.
  • Oversee facility-related IT projects (BMS upgrades, CAFM implementations, predictive analytics) and guide technology investments that improve response times and operational insight.
  • Represent facilities in executive governance forums, capital prioritization committees, real estate strategy planning, and occupational health and safety boards.
  • Maintain an up-to-date risk register for facilities, identify single points of failure, and develop mitigation strategies for continuity of operations across distributed sites.
  • Champion occupant experience initiatives: cleaning protocols, HVAC comfort standards, wayfinding, accessibility, and customer service excellence for employees and visitors.

Secondary Functions

  • Lead sustainability and ESG reporting for facilities-related metrics and support corporate disclosures (CDP, GRI, TCFD) with accurate energy and emissions data.
  • Conduct facility condition assessments and feasibility studies for new site acquisitions, divestitures, and lease renewals.
  • Support workplace transformation programs, hybrid work enablement, and office reconfiguration projects that align with talent and space strategy.
  • Coordinate with HR and real estate on relocation and onboarding activities, ensuring facilities readiness for new hires and teams.
  • Manage special projects and ad-hoc initiatives such as pandemic response, site consolidation, and cost recovery programs.
  • Serve as primary contact for insurance claims related to property damage, coordinating with insurers, brokers, and legal to expedite remediation and minimize downtime.
  • Maintain relationships with local authorities, utilities, and emergency responders; facilitate site inspections and community engagement as needed.
  • Deliver vendor performance reviews, audits, and corrective action plans to continuously improve contracted services and compliance.
  • Oversee procurement of critical spare parts and materials to maintain minimum equipment downtime and support SLA targets.
  • Produce detailed handover documentation and closeout packages for completed projects, ensuring warranty coverage and knowledge transfer to operations.

Required Skills & Competencies

Hard Skills (Technical)

  • Proven expertise in facilities operations across HVAC, electrical, plumbing, fire life-safety, building automation (BMS), and backup power systems.
  • Strong CMMS/CAFM proficiency (Maximo, Archibus, FM:Systems, UpKeep, AssetWorks) for work order and asset lifecycle management.
  • Capital budgeting and financial acumen: CAPEX/OPEX planning, cost benefit analysis, ROI modelling, and P&L ownership.
  • Vendor management and contract negotiation experience (service contracts, performance-based contracts, public procurement).
  • Project management and construction oversight, including design management, RFPs, contractor selection, and construction administration.
  • Regulatory, code and compliance knowledge (OSHA, NFPA, ADA, local building codes, EPA).
  • Energy management and sustainability tools (energy audits, sub-metering, utility tracking, LEED certification experience).
  • Familiarity with building technology trends: IoT sensors, predictive maintenance analytics, BMS integration, and smart building platforms.
  • Lease and portfolio management skills, including CAM reconciliation and landlord/tenant coordination.
  • Proficiency with Microsoft Office suite and experience producing executive dashboards (Power BI, Tableau, Excel financial modelling).
  • Asset lifecycle planning and capital replacement scheduling.
  • Emergency preparedness planning and crisis management experience.

Soft Skills

  • Strategic leadership and the ability to translate operational needs into multi-year plans and budgets.
  • Strong stakeholder management and ability to influence C-suite executives and operational leaders.
  • Excellent communication and presentation skills for executive reporting, board-level updates, and cross-functional engagement.
  • Problem-solving and analytical skills with a data-driven approach to cost reduction and reliability improvements.
  • People management and coaching capabilities with experience leading union and non-union teams.
  • Negotiation and conflict resolution skills with vendors and internal stakeholders.
  • Change management and the ability to lead cultural and process transformation programs.
  • Customer service orientation focused on occupant experience and workplace satisfaction.
  • Time management and prioritization skills to balance reactive operations with strategic projects.
  • Attention to detail and high standards for safety, quality and compliance.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree in Facilities Management, Mechanical/Electrical Engineering, Architecture, Construction Management, Business Administration, or related technical field.

Preferred Education:

  • Master’s degree in Engineering, Facilities Management, Real Estate, Business Administration (MBA), or related advanced degree.
  • Professional certifications such as Certified Facility Manager (CFM), Facility Management Professional (FMP), LEED AP, Certified Energy Manager (CEM), PMP, or similar.

Relevant Fields of Study:

  • Mechanical, Electrical, or Civil Engineering
  • Facilities or Property Management
  • Construction Management
  • Business Administration / Finance
  • Environmental Science / Sustainability

Experience Requirements

Typical Experience Range: 10–20+ years in facilities, engineering, or operations roles with progressive leadership responsibilities.

Preferred: 12+ years with at least 5 years in a director-level or senior leadership role managing multi-site facilities, multi-million-dollar budgets, capital programs, and cross-functional teams. Demonstrated track record delivering large capital projects, energy/sustainability outcomes, and strong vendor governance.

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