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Facilities Officer Job Description - Key Responsibilities and Required Skills

💰 $45,000 - $70,000

Facilities ManagementOperationsAdministration

🎯 Role Definition

The Facilities Officer is the backbone of our workplace, a proactive and resourceful professional dedicated to creating a safe, efficient, and welcoming environment for all employees, clients, and visitors. This role is central to the smooth operation of our physical premises, encompassing everything from daily maintenance and safety compliance to vendor management and strategic space planning. You will be the go-to expert for all things related to our building's functionality and services, playing a critical part in enhancing employee productivity and overall business success by ensuring the workplace is not just running, but thriving.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Assistant / Coordinator
  • Office Administrator with facilities duties
  • Maintenance Technician or Coordinator

Advancement To:

  • Senior Facilities Officer
  • Facilities Manager
  • Regional Facilities Manager

Lateral Moves:

  • Health & Safety Officer
  • Procurement Specialist
  • Project Coordinator (Real Estate/Construction)

Core Responsibilities

Primary Functions

  • Oversee the day-to-day operations of all company facilities, ensuring a high standard of maintenance, cleanliness, and functionality across the premises.
  • Act as the primary point of contact for all facilities-related inquiries, service requests, and emergencies, providing timely and effective resolutions.
  • Manage and coordinate a comprehensive preventative maintenance schedule for critical building systems, including HVAC, electrical, plumbing, and fire safety equipment, to minimize downtime.
  • Conduct regular, thorough inspections of the property to proactively identify repair needs, safety hazards, and opportunities for operational improvement.
  • Direct and supervise external vendors, contractors, and service providers, from contract negotiation and onboarding to performance management and invoice approval.
  • Ensure strict adherence to all relevant health, safety, and environmental regulations (e.g., OSHA, EPA), maintaining up-to-date compliance documentation and promoting a culture of safety.
  • Manage building security and access control systems, overseeing the issuance of keys and access cards and responding to any security incidents.
  • Coordinate and execute office moves, furniture reconfigurations, and space planning projects, ensuring minimal disruption to business operations.
  • Develop, document, and implement emergency response procedures and business continuity plans, including conducting staff training and evacuation drills.
  • Manage the procurement of office supplies, furniture, and equipment, maintaining optimal inventory levels and leveraging supplier relationships for cost-effective purchasing.
  • Oversee soft services, including janitorial, landscaping, pest control, and waste management, ensuring service level agreements (SLAs) are consistently met.

Secondary Functions

  • Assist in the development and management of the annual facilities operating budget, meticulously tracking expenditures and identifying potential cost-saving initiatives.
  • Maintain a highly organized system of records, including maintenance logs, vendor contracts, compliance certificates, asset inventories, and floor plans.
  • Prepare and present regular, detailed reports to management on facilities activities, key performance indicators (KPIs), project status, and budget variance.
  • Support the organization's sustainability goals by identifying and implementing eco-friendly practices and green initiatives within the facility.
  • Liaise effectively with landlords and property management on building-wide issues, leasehold improvements, and shared amenity services.
  • Manage mailroom operations and coordinate with courier services to ensure the efficient and secure handling of all incoming and outgoing packages and mail.
  • Research and recommend new technologies, systems (like CMMS or IWMS), and processes to drive efficiency and enhance the employee workplace experience.
  • Coordinate the setup and breakdown of meeting rooms and event spaces, ensuring all audiovisual equipment and other logistical requirements are met.
  • Provide exceptional customer service to internal stakeholders, addressing their facilities-related needs with professionalism and a solutions-oriented mindset.
  • Conduct risk assessments for facilities-related tasks and projects, implementing control measures to mitigate potential hazards.
  • Champion workplace wellness and ergonomic best practices, conducting assessments and providing resources to support employee health and comfort.

Required Skills & Competencies

Hard Skills (Technical)

  • Facilities Management Principles: Strong understanding of both hard (mechanical, electrical, plumbing) and soft (cleaning, security) services management.
  • Vendor & Contract Management: Experience sourcing, negotiating with, and managing third-party service providers to ensure quality and cost-effectiveness.
  • Health & Safety Compliance: In-depth knowledge of H&S regulations (e.g., OSHA) and experience implementing safety protocols and conducting risk assessments.
  • Project Coordination: Proven ability to manage small-to-medium scale projects, such as office moves, renovations, or system installations, from planning to completion.
  • Budgeting & Financial Acumen: Skills in assisting with budget creation, tracking expenses, and identifying opportunities for cost reduction.
  • Building Systems Knowledge: A practical understanding of how core building infrastructure, including HVAC, fire life safety, and security systems, operates.
  • CMMS/IWMS Proficiency: Experience using Computerized Maintenance Management Systems or Integrated Workplace Management Systems for work order tracking and asset management.
  • Procurement & Negotiation: Ability to source goods and services, evaluate bids, and negotiate favorable terms with suppliers.
  • Space Planning: Familiarity with space management concepts and software (AutoCAD is a plus) to optimize office layouts.
  • MS Office Suite: High proficiency in Microsoft Office, particularly Excel for data tracking, Word for reports, and Outlook for communication and scheduling.

Soft Skills

  • Problem-Solving: Resourceful and decisive in troubleshooting urgent issues and finding practical, long-term solutions.
  • Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to clearly and professionally interact with employees, management, and external partners.
  • Organizational & Time Management: Superior ability to multitask, prioritize a demanding workload, and manage time effectively in a fast-paced environment.
  • Customer Service Orientation: A dedicated and empathetic approach to serving internal stakeholders and addressing their needs efficiently.
  • Attention to Detail: Meticulous and thorough in all tasks, from conducting building inspections to reviewing invoices and contracts.
  • Proactivity & Initiative: A forward-thinking mindset, constantly looking for ways to improve processes and prevent problems before they occur.
  • Adaptability: Flexible and calm under pressure, able to pivot quickly to handle unexpected emergencies or changing priorities.
  • Stakeholder Management: The ability to build strong, collaborative relationships with a diverse range of people at all levels of the organization.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent.
  • An Associate's Degree in a related discipline is often required.

Preferred Education:

  • Bachelor's Degree in a relevant field.
  • Professional certification such as FMP (Facility Management Professional) or CFM (Certified Facility Manager) is highly desirable.

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Real Estate or Property Management
  • Engineering (Mechanical/Electrical)

Experience Requirements

Typical Experience Range:

3-5 years of direct experience in a facilities coordination, building operations, or corporate services role.

Preferred:

Demonstrated experience in a fast-paced corporate office or multi-site environment. A proven track record of managing multiple vendors, overseeing preventative maintenance programs, and successfully coordinating small-scale facilities projects is strongly preferred.

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