Key Responsibilities and Required Skills for Facilities Supervisor

🎯 Role Definition

This role requires a hands-on and highly organized Facilities Supervisor to join our dynamic team. In this pivotal role, you will be the backbone of our daily operations, ensuring our buildings and grounds are impeccably maintained, safe, and fully operational. You will lead a dedicated team of maintenance technicians and custodial staff, fostering a culture of proactivity, quality, and safety. The ideal candidate is a natural leader and a skilled problem-solver, capable of managing everything from routine maintenance schedules to urgent facility emergencies with a calm and effective approach. Your work will directly impact the productivity and well-being of every person in our organization.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Facilities Technician
Lead Maintenance Technician
Maintenance Coordinator

Advancement To:

Facilities Manager
Regional Facilities Manager
Operations Manager

Lateral Moves:

Project Coordinator (Construction/Facilities)
Health & Safety Specialist

Core Responsibilities

Primary Functions

Direct, supervise, and evaluate the work of the facilities maintenance team, including technicians, custodians, and groundskeepers, providing coaching, training, and performance management.
Develop, implement, and manage a comprehensive preventative maintenance program for all critical building systems, including HVAC, plumbing, electrical, and life safety equipment.
Conduct regular and thorough inspections of all facilities to identify potential issues, ensure adherence to operational standards, and maintain a safe, clean, and functional environment.
Coordinate and oversee the activities of external contractors and third-party vendors, from initial bidding and selection to project completion, ensuring quality, cost-effectiveness, and compliance.
Respond promptly to and effectively resolve urgent maintenance requests and facility-related emergencies, often requiring after-hours or on-call availability.
Manage space planning and coordination, including office reconfigurations, employee moves, and furniture installations to support evolving business needs.
Maintain meticulous records of all maintenance activities, work orders, equipment warranties, and compliance documentation using a Computerized Maintenance Management System (CMMS).
Ensure strict compliance with all local, state, and federal regulations, including OSHA, EPA, and ADA standards, and lead the facility's safety committee.
Oversee the building's security and access control systems, collaborating with security personnel to ensure a secure environment for all employees and assets.
Lead minor facility renovation and improvement projects, including scope definition, budgeting, scheduling, and execution.
Perform hands-on maintenance tasks as needed to support the team and ensure timely completion of critical work.
Develop and mentor facilities staff, identifying training needs and creating opportunities for professional growth and skill development.
Serve as the primary point of contact for all internal stakeholders regarding facility-related issues, requests, and communications.
Oversee all groundskeeping operations, including landscaping, irrigation, pest control, and snow/ice removal, to ensure the property is safe and aesthetically pleasing.

Secondary Functions

Assist in the development and management of the annual facilities operating and capital budgets, tracking expenditures and identifying cost-saving opportunities.
Prepare and present regular reports on key facility metrics, project status, budget performance, and team productivity to senior management.
Evaluate and recommend new technologies, equipment, and sustainable practices to improve operational efficiency and reduce the facility's environmental footprint.
Manage the procurement and inventory of all maintenance supplies, tools, parts, and equipment, ensuring adequate stock levels for planned and unplanned work.
Collaborate closely with department leaders, IT, and Human Resources to support new hire onboarding, departmental moves, and special events.
Participate in the negotiation and administration of service contracts for janitorial, security, landscaping, and other facility-related services.
Develop and maintain emergency response plans and business continuity procedures for the facility.

Required Skills & Competencies

Hard Skills (Technical)

Building Systems Knowledge: Deep understanding of commercial building systems, including HVAC, electrical, plumbing, fire suppression, and building automation systems (BAS).
CMMS Proficiency: Hands-on experience using and managing Computerized Maintenance Management Systems (e.g., FMX, UpKeep, ServiceChannel) to track work orders, assets, and preventative maintenance.
Regulatory Compliance: Strong working knowledge of OSHA, EPA, NFPA, and ADA regulations and standards.
Budget Management: Proven ability to manage operational budgets, track expenses, process invoices, and contribute to financial forecasting.
Vendor & Contractor Management: Skill in sourcing, negotiating with, and overseeing the work of third-party vendors and contractors.
Project Management: Experience in planning and executing small to mid-sized facilities projects, including renovations, equipment installations, and office moves.
Technical Troubleshooting: Strong mechanical and technical aptitude for diagnosing and resolving complex maintenance issues.

Soft Skills

Leadership & Team Supervision: The ability to lead, motivate, and develop a diverse team of technical and non-technical staff.
Problem-Solving: Excellent analytical and critical-thinking skills to identify root causes and implement effective, lasting solutions under pressure.
Communication: Clear and concise written and verbal communication skills, with the ability to effectively interact with all levels of the organization, from front-line staff to senior leadership.
Organization & Time Management: Superior organizational skills to manage multiple competing priorities, projects, and daily tasks in a fast-paced environment.
Customer Service Orientation: A strong commitment to providing excellent service to internal customers (employees) and resolving their issues with a positive attitude.
Adaptability: Flexibility to handle unexpected emergencies, changing priorities, and the demands of a 24/7 operational environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED combined with relevant technical certifications or vocational training.

Preferred Education:

Associate's or Bachelor's degree.

Relevant Fields of Study:

Facilities Management
Business Administration
Engineering or a related technical field

Experience Requirements

Typical Experience Range:

3-5+ years of progressive experience in facilities maintenance, building operations, or a related field, with at least 2 years in a supervisory or lead technician role.

Preferred:

Experience in a similar environment (e.g., corporate office, manufacturing, R&D, or distribution).
Professional certifications such as FMP (Facility Management Professional), CFM (Certified Facility Manager), or relevant skilled trade licenses are highly desirable.