Key Responsibilities and Required Skills for Facilities Project Manager

🎯 Role Definition

This role requires a dynamic and experienced Facilities Project Manager to join our growing team. In this critical role, you will be the driving force behind our physical workspace evolution, managing a diverse portfolio of capital projects including new office build-outs, tenant improvements, large-scale renovations, and workplace reconfigurations. The ideal candidate is a strategic thinker and an expert executor, capable of translating business needs into functional, innovative, and cost-effective environments. You will be a key partner to leadership, ensuring our facilities not only support but also enhance our company culture and operational efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

Assistant Project Manager (Construction/Facilities)
Facilities Coordinator / Specialist
Construction Superintendent

Advancement To:

Senior Facilities Project Manager
Director of Facilities / Corporate Real Estate
Head of Global Workplace Services

Lateral Moves:

Construction Manager
Real Estate & Portfolio Manager

Core Responsibilities

Primary Functions

Manage the entire project lifecycle for all facilities-related capital projects, from initial concept and scope definition through design, construction, commissioning, and final closeout.
Develop and meticulously manage detailed project budgets, tracking all expenditures, processing invoices, and providing regular financial reporting to senior leadership to ensure projects remain within financial constraints.
Create, maintain, and enforce comprehensive project schedules, identifying critical paths, key milestones, and potential risks, while proactively communicating status updates to all stakeholders.
Lead the Request for Proposal (RFP) process for selecting, and subsequently manage, external vendors, including architects, engineers, general contractors, and specialty consultants, ensuring compliance with contracts and quality standards.
Oversee complex office relocations, restacking, and space planning initiatives, developing detailed move logistics and communication plans to minimize disruption to business operations.
Serve as the primary point of contact between internal stakeholders (IT, HR, Security, business leaders) and external partners to ensure all requirements are captured and integrated into the project plan.
Conduct thorough site selection analysis and due diligence for new locations in collaboration with real estate brokers and leadership.
Ensure all construction and renovation activities adhere to local, state, and federal regulations, including building codes, ADA accessibility standards, and OSHA safety requirements.
Champion and implement sustainable design and construction practices, pursuing LEED or other green building certifications where appropriate.
Manage the procurement, delivery, and installation of furniture, fixtures, and equipment (FF&E), ensuring alignment with design intent and budget.
Develop and present detailed project charters, business cases, and status reports to executive-level stakeholders for approval and review.
Perform rigorous quality control inspections throughout the project duration to ensure workmanship meets or exceeds established standards and design specifications.
Lead project-related meetings, including design reviews, construction progress meetings, and stakeholder check-ins, ensuring clear documentation and follow-up on action items.
Proactively identify, assess, and mitigate project risks, developing contingency plans to address potential issues related to schedule, budget, and quality.
Manage the commissioning and handover process, ensuring all systems are fully operational and providing comprehensive closeout documentation, including as-built drawings and warranties, to the facilities operations team.
Develop space and occupancy planning strategies, utilizing data to forecast future needs and optimize the use of our real estate portfolio.
Coordinate with IT and AV teams to ensure seamless integration of technology infrastructure, cabling, and audiovisual equipment into all projects.
Review and interpret architectural and engineering drawings to ensure they align with project scope and business requirements.
Negotiate contract terms, change orders, and other agreements with general contractors and vendors to protect the company's interests.
Foster a culture of safety on all job sites by enforcing strict safety protocols and ensuring all contractors comply with company and OSHA standards.
Manage the permitting process with local authorities (AHJ - Authority Having Jurisdiction) to ensure all necessary approvals are obtained in a timely manner.

Secondary Functions

Support ad-hoc facilities data requests, such as space utilization studies, energy consumption analysis, and occupancy reports.
Contribute to the development of the organization's long-range facilities capital plan and workplace strategy.
Collaborate with business units and department leaders to translate their evolving spatial and operational needs into actionable project requirements.
Participate in regular facilities team meetings, strategic planning sessions, and cross-functional operational reviews.

Required Skills & Competencies

Hard Skills (Technical)

Project Management Software: High proficiency in tools like MS Project, Procore, Smartsheet, or similar construction/project management platforms.
Financial Management: Expertise in project budgeting, cost tracking, financial forecasting, and managing multi-million dollar capital project budgets.
Contract Negotiation & Vendor Management: Proven ability to lead RFP processes, negotiate contracts, and manage relationships with architects, contractors, and suppliers.
Construction & Design Principles: Deep understanding of the design and construction process, including MEP (Mechanical, Electrical, Plumbing) systems and building infrastructure.
Regulatory Compliance: Strong knowledge of building codes, ADA guidelines, OSHA safety standards, and local permitting processes.
Space Planning & CAD: Ability to read and interpret construction documents and drawings (AutoCAD, Revit). Experience with CAFM/IWMS software is a plus.
Risk Management: Skill in identifying project risks and developing effective mitigation strategies.
RFP/RFQ Process: Experience creating, issuing, and evaluating proposals for a wide range of facilities services and projects.
Sustainability Practices: Familiarity with green building principles and certifications like LEED and WELL.
FF&E Procurement: Experience in the specification, procurement, and installation of corporate furniture, fixtures, and equipment.

Soft Skills

Stakeholder Communication: Exceptional ability to communicate clearly and effectively with all levels of the organization, from executives to individual contributors.
Leadership & Influence: Ability to lead cross-functional teams and external partners without direct authority, driving consensus and project momentum.
Problem-Solving: Proactive and resourceful in identifying issues and implementing creative, effective solutions under pressure.
Negotiation: Strong negotiation skills to achieve favorable terms with vendors and manage change orders effectively.
Meticulous Attention to Detail: An unwavering eye for detail to ensure quality, accuracy, and adherence to standards throughout the project.
Prioritization & Time Management: Ability to manage multiple complex projects simultaneously in a fast-paced environment.
Adaptability: Flexibility to navigate changing priorities, unforeseen challenges, and evolving business needs.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master's Degree in a relevant field or professional certifications (PMP, CFM).

Relevant Fields of Study:

Construction Management
Architecture or Interior Design
Engineering (Civil, Mechanical, Electrical)
Project Management
Business Administration

Experience Requirements

Typical Experience Range: 5-10 years of direct experience in corporate facilities project management, tenant improvement construction, or a related field.

Preferred:

Proven track record of successfully managing and delivering multiple corporate office build-out, lab, and/or large-scale renovation projects from end-to-end, with individual project budgets exceeding $5 million.
PMP (Project Management Professional), CFM (Certified Facility Manager), or similar industry certification is highly desirable.
Experience working within a fast-growing tech, biotech, or professional services organization.