Key Responsibilities and Required Skills for Facility Maintenance Manager

🎯 Role Definition

This role requires a dynamic and hands-on Facility Maintenance Manager to join our team and take ownership of our building's operational excellence. In this critical role, you will be the driving force behind all maintenance activities, responsible for ensuring the safety, functionality, and efficiency of our physical infrastructure. You will lead a dedicated team of maintenance technicians, manage relationships with external vendors, and oversee the budget for all maintenance and capital improvement projects. The ideal candidate is a strategic thinker with a deep technical understanding of building systems, a passion for proactive maintenance, and a commitment to fostering a culture of safety and continuous improvement. Your leadership will directly impact our daily operations and long-term success by creating a world-class environment for our employees and visitors.

📈 Career Progression

Typical Career Path

Entry Point From:

Maintenance Supervisor
Lead Maintenance Technician
Assistant Facilities Manager

Advancement To:

Director of Facilities
Regional Facilities Manager
Director of Operations

Lateral Moves:

Operations Manager
EHS (Environmental, Health & Safety) Manager
Capital Projects Manager

Core Responsibilities

Primary Functions

Develop, implement, and continuously refine a comprehensive preventive and predictive maintenance program for all building systems, equipment, and infrastructure to maximize uptime and extend asset lifecycle.
Lead, mentor, and manage the facility maintenance team, handling all aspects of hiring, training, scheduling, performance evaluations, and daily work order assignments.
Formulate and manage the annual maintenance budget, including forecasting operational expenses (OPEX) and developing well-justified capital expenditure (CAPEX) proposals for long-term facility improvements.
Source, vet, and manage all external vendors and service contractors, negotiating contracts and ensuring their work meets quality standards, safety protocols, and service level agreements.
Guarantee that all facility operations and maintenance activities strictly comply with federal, state, and local regulations, including OSHA, EPA, ADA, and local building and fire codes.
Serve as the primary leader and coordinator for all facility-related emergency responses, including equipment failures, power outages, and weather-related events, while maintaining and testing the emergency response plan.
Champion the use and optimization of a Computerized Maintenance Management System (CMMS) to track assets, manage work orders, schedule maintenance, and generate reports on key performance indicators (KPIs).
Conduct regular, thorough inspections and audits of the facility to proactively identify safety hazards, deferred maintenance, and opportunities for operational and aesthetic improvements.
Provide expert oversight for all critical building systems, including HVAC, electrical distribution, plumbing, fire protection, and Building Automation Systems (BAS), to ensure their reliability and efficiency.
Plan, budget, and manage facility projects from conception to completion, including renovations, equipment installations, office reconfigurations, and major infrastructure upgrades.
Develop, implement, and enforce site-specific safety programs and procedures for the maintenance team, fostering a strong safety-first culture throughout the facility.
Oversee the management of MRO (Maintenance, Repair, and Operations) inventory, optimizing stock levels for spare parts, tools, and supplies to ensure availability while controlling costs.
Analyze utility consumption and facility data to identify and implement energy conservation and sustainability initiatives that reduce operational costs and the facility's environmental impact.
Prepare and deliver clear, concise reports to senior leadership on maintenance activities, budget performance, project statuses, and team productivity.
Act as the central point of contact for internal stakeholders regarding facility issues, maintenance requests, and space planning, providing exceptional customer service and timely resolutions.
Maintain a comprehensive library of technical documentation, including as-built drawings, equipment manuals, schematics, and standard operating procedures (SOPs).
Manage all aspects of groundskeeping, including landscaping, irrigation, snow removal, and parking lot maintenance, to ensure a safe and professional exterior appearance.
Foster a high-performance team environment through continuous coaching, skill development, and cross-training to build a versatile and engaged maintenance workforce.
Stay current with industry best practices and evaluate new technologies, tools, and methodologies to drive continuous improvement in maintenance efficiency and effectiveness.
Coordinate closely with security, janitorial, and other support departments to ensure a seamless, integrated approach to providing a clean, safe, and secure environment.

Secondary Functions

Support internal and external audits related to safety, environmental compliance, and quality management systems.
Participate in company-wide safety committees and contribute to the evolution of corporate safety policies.
Collaborate with HR and department heads on space planning, office moves, and ergonomic assessments.
Assist the procurement team in sourcing new equipment and establishing standards for facility-related purchases.

Required Skills & Competencies

Hard Skills (Technical)

CMMS/EAM Proficiency: Extensive experience using and managing Computerized Maintenance Management Systems (e.g., Fiix, UpKeep, eMaint, SAP PM).
Building Systems Expertise: Strong technical knowledge of commercial HVAC, electrical power distribution, plumbing, and fire protection/life safety systems.
Budget Management: Proven ability to develop and manage operational (OPEX) and capital (CAPEX) budgets effectively.
Project Management: Demonstrated skill in managing facility-related projects, from scope definition and bidding to execution and closeout.
Regulatory Compliance: In-depth understanding of OSHA, EPA, NFPA, and local building codes and regulations.
Vendor & Contract Management: Experience in negotiating contracts, defining scopes of work, and managing vendor performance.
Root Cause Analysis (RCA): Ability to diagnose complex equipment failures and implement effective corrective actions.

Soft Skills

Leadership & Team Building: Inspiring and motivating a diverse team of technicians to achieve high performance.
Communication: Excellent verbal and written communication skills for interacting with team members, vendors, and executive leadership.
Problem-Solving: Strong analytical and critical-thinking skills to resolve complex facility issues under pressure.
Decision-Making: The ability to make sound, timely decisions in fast-paced and emergency situations.
Organization & Prioritization: Exceptional ability to manage multiple priorities, projects, and work orders simultaneously.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED combined with significant, progressive experience in facility maintenance, including supervisory roles.

Preferred Education:

Bachelor’s degree in a relevant field. Professional certifications such as Certified Facility Manager (CFM), Facility Management Professional (FMP), or a skilled trades license are highly desirable.

Relevant Fields of Study:

Facilities Management
Mechanical or Electrical Engineering
Business Administration
Construction Management

Experience Requirements

Typical Experience Range:

7-10+ years of experience in facility or industrial maintenance, with at least 3-5 years in a supervisory or management capacity.

Preferred:

Experience in a similar environment (e.g., manufacturing, distribution, commercial real estate, healthcare) is a significant asset. Proven track record of successfully implementing a preventive maintenance program from the ground up.