Key Responsibilities and Required Skills for Facility Executive

🎯 Role Definition

This role requires a proactive and highly organized Facility Executive to join our team and become the cornerstone of our workplace operations. In this dynamic role, you will be responsible for the seamless day-to-day management of our facilities, ensuring they are safe, efficient, and conducive to productivity. You will serve as the primary point of contact for all facility-related matters, coordinating everything from maintenance and repairs to vendor management and safety compliance. This position is crucial for maintaining our company's operational integrity and enhancing the overall employee experience by creating a world-class work environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Facility Coordinator
Maintenance Supervisor
Senior Administrative Assistant (with facilities focus)

Advancement To:

Assistant Facility Manager
Facility Manager
Regional Operations Manager

Lateral Moves:

Health & Safety Specialist
Procurement or Sourcing Specialist
Corporate Real Estate Coordinator

Core Responsibilities

Primary Functions

Oversee and manage the delivery of all hard and soft facility management services, including HVAC, electrical, plumbing, janitorial, security, and landscaping, to ensure a pristine and fully functional environment.
Act as the primary liaison for all employee inquiries and service requests related to facilities, ensuring timely resolution and maintaining a high level of internal customer satisfaction.
Develop, implement, and monitor comprehensive preventive maintenance schedules for all critical building systems, infrastructure, and equipment to minimize downtime and prolong asset lifespan.
Spearhead the end-to-end vendor management process, from sourcing and onboarding to negotiating contracts, monitoring service level agreements (SLAs), and processing invoices.
Conduct regular and thorough inspections of the premises to identify and resolve maintenance issues, safety hazards, and opportunities for improvement in building aesthetics and functionality.
Manage and coordinate all office space planning, including seating assignments, departmental moves, office reconfigurations, and furniture installations, to support organizational changes.
Champion and enforce all health, safety, and environmental (HSE) policies and procedures, ensuring the facility remains compliant with OSHA and other local, state, and federal regulations.
Lead the facility's emergency response and business continuity planning, including conducting fire drills, maintaining emergency supplies, and acting as a key figure during any crisis situations.
Develop and manage the annual facility operating budget, meticulously tracking expenditures, identifying cost-saving opportunities, and preparing detailed financial reports for management.
Supervise and direct the work of on-site contractors, technicians, and service providers, ensuring all work is completed to a high standard, on schedule, and with minimal disruption to operations.
Maintain a highly accurate and up-to-date inventory of all facility assets, including furniture, fixtures, and equipment (FF&E), and manage the lifecycle replacement plan.
Administer and operate the Computerized Maintenance Management System (CMMS) or Integrated Workplace Management System (IWMS) to log work orders, track assets, and generate performance reports.
Coordinate the setup and breakdown of rooms and resources for meetings, company events, and special projects, ensuring all audio/visual and other requirements are met.
Manage facility-related procurement, including ordering office supplies, pantry consumables, and maintenance materials, while optimizing for cost and quality.
Serve as the point of contact for property management and landlords, addressing any building-wide issues and coordinating shared services.
Drive sustainability initiatives within the facility, such as waste reduction, recycling programs, and energy conservation measures, to support corporate social responsibility goals.
Prepare and present regular, detailed reports to senior management on facility operations, key performance indicators (KPIs), project status, and budget performance.
Respond promptly to after-hours and emergency calls, coordinating the necessary resources to resolve urgent facility issues efficiently.
Support physical security operations by managing access control systems, CCTV surveillance, and coordinating with security guard services to ensure a safe and secure campus.
Play a key role in small-scale construction and renovation projects, from defining scope and gathering quotes to overseeing execution and project close-out.

Secondary Functions

Support the onboarding process for new hires by coordinating workplace setup, issuing access cards, and providing a facility orientation.
Assist in the development and documentation of standard operating procedures (SOPs) for all facility-related tasks and functions.
Collaborate with the IT department to ensure seamless integration of technology infrastructure within the physical workspace.
Participate in cross-functional committees, such as the Health & Safety Committee or the Employee Experience team, to contribute a facilities perspective.

Required Skills & Competencies

Hard Skills (Technical)

CMMS/IWMS Proficiency: Experience using systems like ServiceChannel, FMX, or OfficeSpace to manage work orders and assets.
Vendor & Contract Management: Ability to negotiate, manage, and evaluate third-party service contracts and SLAs.
Budgeting & Financial Acumen: Skilled in developing and managing operational budgets, tracking expenses, and financial reporting.
Building Management Systems (BMS): Familiarity with operating and monitoring automated building controls for HVAC, lighting, and security.
OSHA & Safety Compliance: In-depth knowledge of workplace safety regulations and emergency preparedness protocols.
Project Coordination: Proven ability to manage small-to-medium scale projects, such as office moves or minor renovations.
Preventive Maintenance Planning: Expertise in creating and executing effective PM programs for building systems.
Space Planning & Management: Competency in using tools (including basic AutoCAD or similar software) for space allocation and move management.
Technical Knowledge of Building Systems: Solid understanding of mechanical, electrical, and plumbing (MEP) systems.
Procurement & Inventory Management: Experience in sourcing supplies and materials and maintaining optimal inventory levels.

Soft Skills

Exceptional Communication: Articulate and clear written and verbal communication skills for interacting with all levels of staff, vendors, and management.
Proactive Problem-Solving: Ability to anticipate issues and implement effective, practical solutions with a sense of urgency.
Strong Negotiation Skills: Capable of securing favorable terms with vendors and contractors.
Customer Service Orientation: A dedicated and empathetic approach to resolving employee issues and enhancing the workplace experience.
Time Management & Organization: Meticulous attention to detail and the ability to prioritize multiple competing tasks in a fast-paced environment.
Adaptability & Flexibility: Thrives in a dynamic environment and can pivot priorities as business needs change.
Composure Under Pressure: Remains calm and decisive during emergency situations and high-stakes scenarios.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED, coupled with significant relevant experience. An Associate's Degree is a strong plus.

Preferred Education:

Bachelor's Degree

Relevant Fields of Study:

Facility Management
Business Administration
Engineering
Construction Management

Experience Requirements

Typical Experience Range:

3-5 years of progressive experience in facility coordination, corporate real estate, or operations management.

Preferred:

Professional certification such as FMP (Facility Management Professional) or CFM (Certified Facility Manager) is highly advantageous.
Direct experience managing both hard and soft services in a corporate office, technology, or manufacturing environment.