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Key Responsibilities and Required Skills for a Facility Manager

💰 $85,000 - $125,000

Facilities ManagementOperationsReal Estate

🎯 Role Definition

This role requires a proactive and highly organized Facility Manager to oversee all building-related activities and create a world-class workplace environment. You will be the central point of command for ensuring our facilities are safe, compliant, efficient, and welcoming. The ideal candidate is a strategic thinker and a hands-on problem-solver, responsible for managing operational budgets, leading maintenance programs, executing facility projects, and championing a culture of safety and productivity for all employees and visitors.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Coordinator
  • Assistant Facility Manager
  • Maintenance Supervisor

Advancement To:

  • Senior Facility Manager
  • Director of Facilities / Head of Real Estate
  • Regional Facilities Manager

Lateral Moves:

  • Corporate Real Estate Manager
  • EHS (Environment, Health & Safety) Manager
  • Construction Project Manager

Core Responsibilities

Primary Functions

  • Oversee and direct all aspects of building operations, including preventative maintenance schedules, reactive repairs, and general upkeep to ensure a safe, clean, and fully functional environment across all sites.
  • Develop, manage, and meticulously track the annual facilities budget, encompassing operational expenses (OpEx) and capital expenditures (CapEx), ensuring cost-effectiveness and providing regular financial reporting.
  • Lead the end-to-end management of third-party vendors and service providers, including sourcing, contract negotiation, performance monitoring, and relationship management for services like janitorial, security, HVAC, and landscaping.
  • Ensure strict compliance with all local, state, and federal regulations, including health, safety (EHS/OSHA), and environmental standards, and maintain all necessary permits, licenses, and documentation.
  • Develop, implement, and refine comprehensive emergency response and business continuity plans; lead regular safety drills and training for fire, medical, security incidents, and natural disasters.
  • Manage all space planning and allocation logistics, including office moves, seating arrangements (churn management), and reconfigurations to optimize workplace efficiency and enhance the employee experience.
  • Administer and optimize the Computerized Maintenance Management System (CMMS) or Integrated Workplace Management System (IWMS) to track work orders, manage asset lifecycle, and generate performance metrics.
  • Lead and execute small to medium-scale facility projects, such as office renovations, equipment installations, and system upgrades, managing timelines, budgets, and stakeholders from conception through to completion.
  • Conduct regular, thorough facility inspections and audits to proactively identify potential issues, safety hazards, deferred maintenance, and opportunities for operational improvement.
  • Manage the facility's physical security systems, including access control (badge systems), CCTV surveillance, and alarm systems, in close coordination with security vendors and internal IT/Security teams.
  • Champion and implement corporate sustainability initiatives, focusing on energy conservation, water usage, waste reduction, and recycling programs to meet environmental goals.
  • Serve as the primary point of contact for all facility-related inquiries, requests, and issues, delivering exceptional customer service to employees and resolving problems with a sense of urgency.
  • Oversee the procurement of office furniture, fixtures, and equipment (FF&E), ensuring adherence to company standards, ergonomics, and budget constraints.
  • Develop and maintain strong, collaborative relationships with property managers, landlords, and other external stakeholders to ensure seamless building operations and lease compliance.
  • Prepare and present detailed reports on facility operations, key performance indicators (KPIs), project status updates, and budget variance to senior leadership.

Secondary Functions

  • Manage and coordinate mailroom, shipping, and receiving operations to ensure the efficient and secure flow of packages and corporate correspondence.
  • Support corporate event setup and breakdown, ensuring that meeting rooms, event spaces, and common areas are properly configured and equipped.
  • Administer and enhance workplace amenities and services programs, such as food and beverage offerings, fitness centers, transportation, and other employee perks.
  • Participate in the evaluation and implementation of new facility-related technologies and software (e.g., smart building tech, room booking systems) to drive innovation and efficiency.
  • Maintain a central repository of accurate facility records, including as-built drawings, architectural plans, utility infrastructure maps, and equipment inventories.
  • Provide subject matter expertise and support for new site selection, lease negotiations, and build-out projects, advising on operational requirements and feasibility.
  • Collaborate closely with HR and IT departments to facilitate a smooth new hire onboarding process, including workspace setup, access credentialing, and safety orientation.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced Facilities Management: Deep knowledge of building systems (HVAC, plumbing, electrical, fire/life safety), preventative maintenance strategies, and modern operational best practices.
  • Budget & Financial Acumen: Proficiency in creating, managing, and reporting on complex operational (OpEx) and capital (CapEx) budgets for facilities.
  • Vendor & Contract Management: Proven experience in sourcing, negotiating with, and managing the performance and SLAs of third-party service providers.
  • Project Management: Demonstrated ability to lead facility-related projects (renovations, relocations, system installs) on time and within budget, using established methodologies.
  • EHS & Regulatory Compliance: Strong, practical understanding of OSHA, EPA, ADA, and other local health, safety, and environmental regulations.
  • CMMS/IWMS Proficiency: Hands-on experience with industry-standard Computerized Maintenance Management Systems (e.g., ServiceChannel, UpKeep) or Integrated Workplace Management Systems (e.g., iOFFICE, Planon).
  • Space Planning & Management: Familiarity with space planning concepts and tools (AutoCAD or similar) for managing office layouts and occupancy.
  • Physical Security Systems: Knowledge of access control, CCTV, and alarm systems management and administration.

Soft Skills

  • Critical Problem-Solving: A proactive and resourceful approach to identifying and resolving complex facility issues with urgency and sound judgment.
  • Stakeholder Communication: Exceptional verbal and written communication skills for clear and effective interaction with employees, vendors, and executive leadership.
  • Strategic Negotiation: Strong ability to negotiate contracts, pricing, and service level agreements with vendors to achieve the most favorable terms for the company.
  • Leadership & Influence: The ability to lead in-house staff and vendor teams, build consensus, and influence outcomes without direct authority.
  • Customer Service Excellence: A dedicated, empathetic approach to supporting employee needs and cultivating a positive and productive workplace experience.
  • Superior Organization & Prioritization: Ability to multitask, prioritize a high volume of competing requests, and manage deadlines effectively in a fast-paced environment.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in a relevant field or equivalent combination of professional training and hands-on experience.

Preferred Education:

  • Professional certification such as Certified Facility Manager (CFM), Facility Management Professional (FMP), or Project Management Professional (PMP).

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Engineering (Mechanical, Electrical)
  • Real Estate or Property Management

Experience Requirements

Typical Experience Range: 5-8 years of progressive experience in corporate facilities management, building operations, or corporate real estate.

Preferred:

  • Experience managing facilities for a multi-site portfolio or in a high-growth corporate, technology, or life sciences environment.
  • Direct experience supervising staff and managing significant operational and capital budgets is highly desirable.
  • Proven track record of managing construction or renovation projects from start to finish.
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