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Key Responsibilities and Required Skills for Facilities Operations Manager

💰 $80,000 - $120,000

OperationsFacilitiesMaintenanceSafety

🎯 Role Definition

The Facilities Operations Manager is responsible for ensuring safe, efficient, compliant, and cost-effective operations of buildings and site infrastructure. This role oversees preventive and reactive maintenance, vendor and contractor management, capital and operational budgets, life-safety systems, energy and sustainability initiatives, and cross-functional coordination with property, security, IT, and business stakeholders. The Facilities Operations Manager leads maintenance teams, implements facility strategy and continuous improvement practices, and drives asset reliability and occupant satisfaction across the portfolio.

Key SEO phrases: facilities operations manager, building operations, preventive maintenance, HVAC maintenance, emergency response, vendor management, facilities budgeting, life-safety compliance, energy management, property maintenance.

📈 Career Progression

Typical Career Path

Entry Point From:

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

Advancement To:

  • Senior Manager, Facilities Operations
  • Director of Facilities / Director of Building Services
  • VP of Operations / Head of Real Estate & Facilities

Lateral Moves:

  • Property / Asset Manager
  • Campus Operations Manager
  • Environmental Health & Safety (EHS) Manager

Core Responsibilities

Primary Functions

  1. Develop and manage a comprehensive preventive maintenance program for HVAC, boilers, chillers, air handling units, electrical distribution, plumbing, and building envelope systems to maximize uptime and extend asset life.
  2. Oversee daily facility operations across one or multiple sites, ensuring staff and contractors execute scheduled maintenance, reactive repairs, and housekeeping to maintain a safe and productive environment.
  3. Prepare, manage and report on annual operating and capital budgets for facilities, including forecasting, variance analysis, cost controls, and cost-reduction initiatives.
  4. Lead, coach and manage a multidisciplinary maintenance team (electricians, HVAC technicians, plumbers, custodial staff), including hiring, performance reviews, training and workforce planning.
  5. Direct vendor and contractor selection, negotiation, SLA management and performance oversight for outsourced trades, janitorial, security, landscaping, waste management, and specialized service contracts.
  6. Maintain compliance with local, state and federal codes and regulations (OSHA, NFPA, EPA, local building codes), coordinate inspections and respond to regulatory findings with corrective action plans.
  7. Manage life-safety systems and programs including fire alarm, sprinklers, emergency power, access control, and emergency lighting; coordinate testing, inspections, and documentation.
  8. Implement and maintain computerized maintenance management systems (CMMS) to track work orders, preventive maintenance schedules, inventory, and asset histories.
  9. Lead capital project planning and execution for facility upgrades, remodeling, and infrastructure renewals in partnership with project management and engineering teams.
  10. Develop and execute facility emergency preparedness, business continuity and disaster recovery plans, including incident response, evacuation, and rapid restoration protocols.
  11. Drive energy management, utility monitoring, and sustainability initiatives to reduce energy consumption, greenhouse gas emissions and operating costs (metering, energy audits, retro-commissioning).
  12. Conduct regular facility condition assessments and lifecycle cost analysis to prioritize capital investments and produce long-range facility plans.
  13. Oversee procurement of parts, materials and equipment, manage inventory control, and optimize spare-parts stocking strategies to reduce downtime.
  14. Ensure high levels of occupant satisfaction by responding to tenant/workplace service requests, conducting building walkthroughs, and implementing continuous improvement initiatives.
  15. Maintain accurate facility documentation including As-Built drawings, equipment manuals, warranties, SOPs, and safety records.
  16. Coordinate with IT, security, real estate and business unit leaders to support technology deployments, moves, and facility-related business changes.
  17. Monitor contractor safety, permit-to-work procedures, and site access to maintain a secure and compliant work environment.
  18. Establish KPI dashboards and operational metrics (MTTR, MTBF, work order backlog, preventive maintenance completion) and report performance to leadership.
  19. Manage regulatory permits, environmental programs (hazardous materials, refrigerant handling), and reporting requirements for sustainability and compliance initiatives.
  20. Drive lean maintenance practices and root cause analysis for recurring failures, using structured problem-solving (5 Whys, RCA) to reduce repeat outages.
  21. Oversee groundskeeping, parking, and exterior maintenance to preserve curb appeal and site safety.
  22. Administer vendor invoicing, contract renewals and dispute resolution to ensure cost-effective and timely service delivery.
  23. Design and deliver team training on technical systems, safety protocols, and regulatory compliance.
  24. Lead cross-functional initiatives for workplace improvements, relocation support, and capital planning aligned to business growth.

Secondary Functions

  • Support space planning and office moves in coordination with real estate and HR to ensure minimal disruption to operations.
  • Provide facility-related input to lease reviews, RFPs and due diligence for new site acquisitions or renewals.
  • Assist with budgeting and reconciliation for utility invoices, rebates, and incentive programs.
  • Facilitate regular vendor performance reviews and supplier development programs to improve service quality.
  • Participate in sustainability working groups to advance corporate energy, waste and water reduction goals.
  • Assist in procurement evaluations for major equipment purchases, providing technical specifications and ROI analysis.
  • Support internal audits and remediation efforts for facilities-related non-conformances.
  • Coordinate periodic occupant communications related to outages, maintenance windows, and safety drills.

Required Skills & Competencies

Hard Skills (Technical)

  • HVAC systems troubleshooting, maintenance and commissioning (chillers, boilers, rooftop units)
  • Electrical systems knowledge: low/medium voltage distribution, power panels, UPS, emergency generators
  • CMMS administration and data-driven maintenance planning (e.g., MPulse, Maximo, Fiix)
  • Life-safety systems operation and testing (fire alarm, sprinkler, ADA egress)
  • Regulatory compliance: OSHA, NFPA 70/72/101, EPA refrigerant handling and reporting
  • Preventive and predictive maintenance program design (vibration analysis, infrared thermography)
  • Vendor and contract management, SOW creation and performance SLAs
  • Budgeting, CAPEX planning, cost forecasting and financial analysis for facilities projects
  • Project management for capital improvements and remodels (scheduling, scope, cost control)
  • Energy management and utility optimization (metering, BMS controls, LED retrofits)
  • Building automation systems (BAS/BMS) and controls troubleshooting (e.g., Johnson Controls, Honeywell)
  • Refrigeration and chiller plant operations and optimization
  • Facilities procurement and spare parts inventory optimization
  • Basic understanding of building codes, permit processes and construction documents
  • Familiarity with AutoCAD or facilities drawing management tools

Soft Skills

  • Strong leadership and people management with a focus on coaching and developing technical teams
  • Excellent verbal and written communication skills for stakeholder management and reporting
  • Analytical problem-solving and root-cause analysis for complex facility issues
  • Prioritization and time management to balance urgent repairs with planned maintenance
  • Vendor negotiation and conflict resolution skills
  • Customer service orientation to maintain occupant satisfaction
  • Adaptability and resilience in emergency or high-pressure situations
  • Attention to detail and commitment to safety culture and compliance

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required; Vocational/technical training or Associate degree in facilities technology, HVAC, electrical or construction trades preferred.

Preferred Education:

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

Relevant Fields of Study:

  • Facilities Management
  • Mechanical or Electrical Engineering
  • Construction Management
  • Environmental Health & Safety
  • Business Administration / Operations Management

Experience Requirements

Typical Experience Range: 5 - 10 years of progressive facilities or building operations experience, including supervisory responsibilities.

Preferred:

  • 7+ years managing multi-site facilities operations, including direct responsibility for HVAC, life-safety, and maintenance teams.
  • Experience with CMMS implementation and data-driven maintenance programs.
  • Demonstrated success managing capital projects, vendor portfolios, and facility budgets.
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