Key Responsibilities and Required Skills for Janitorial Services Manager

🎯 Role Definition

The Janitorial Services Manager oversees all custodial and cleaning functions across assigned properties or client accounts, ensuring clean, safe, and presentable facilities. This role is responsible for workforce management, contract and vendor oversight, inventory and equipment lifecycle, health and safety compliance, and continuous improvement of cleaning processes to meet performance standards and client satisfaction goals. The manager develops and enforces standard operating procedures (SOPs), delivers training and coaching, controls costs, and reports on operational KPIs.

📈 Career Progression

Typical Career Path

Entry Point From:

Lead Custodian / Head Janitor
Janitorial Supervisor / Shift Supervisor
Facilities Technician or Environmental Services Technician

Advancement To:

Facilities Manager / Building Services Manager
Director of Facilities or Director of Environmental Services
Regional Operations Manager (Commercial Services)

Lateral Moves:

Environmental Services Manager (Healthcare)
Contract Services Manager / Account Manager
Operations Manager (Custodial & Support Services)

Core Responsibilities

Primary Functions

Develop, implement and continuously refine standard operating procedures (SOPs) and cleaning protocols to ensure consistent delivery of high-quality custodial services across multiple buildings, shifts, and client sites.
Recruit, hire, onboard and retain qualified janitorial staff and supervisors, managing the full life cycle from job posting and interviews to orientation and exit processes.
Prepare, manage and monitor annual and monthly janitorial budgets including labor, supplies, equipment replacement, and contractor costs; identify cost-saving opportunities while maintaining service levels.
Create and maintain weekly and monthly staffing schedules for day, evening and weekend shifts that align labor resources to workload demands while minimizing overtime and maximizing coverage.
Lead training programs covering cleaning techniques, use and maintenance of equipment (ride-on scrubbers, backpack vacuums, steam cleaners), chemical safety, bloodborne pathogen protocols, and customer service standards.
Conduct regular quality assurance inspections and site audits using formal checklists; document deficiencies and implement corrective action plans to achieve and sustain KPI targets for cleanliness and safety.
Oversee inventory control and procurement of cleaning chemicals, dispensers, PPE, consumables and small equipment; implement inventory forecasting and reorder points that prevent stockouts and reduce carry costs.
Manage service level agreements (SLAs) and vendor contracts for specialty cleaning, floor care, window washing and hazardous waste disposal; negotiate terms, monitor contractor performance and ensure compliance with contract specifications.
Ensure full compliance with OSHA, EPA, local health codes and other regulatory requirements; maintain SDS documentation and ensure proper labeling, storage and disposal of hazardous materials.
Respond rapidly to emergency cleaning and sanitation needs such as spills, biohazards, floods, and post-event cleanup; coordinate rapid-response teams and ensure appropriate PPE and procedures are followed.
Drive sustainability and green-cleaning initiatives by evaluating environmentally responsible products and practices, tracking waste diversion and recycling programs, and helping the organization meet ESG goals.
Implement and manage infection prevention and control programs (IPAC) in collaboration with health and safety or clinical teams where applicable, including disinfecting protocols and outbreak response plans.
Maintain equipment lifecycle plans including preventive maintenance schedules, repair logs, and replacement plans to minimize downtime and extend useful life of capital assets.
Produce and present weekly, monthly and quarterly operational performance reports including metrics such as work order completion rates, cleaning audit scores, labor utilization, overtime, supply usage and customer satisfaction scores.
Coordinate with building management, security and tenant representatives to align janitorial services with property events, access restrictions and tenant expectations while protecting sensitive areas.
Supervise payroll and timekeeping accuracy for custodial teams, review timecards, approve overtime and administer attendance and disciplinary actions in accordance with company policy.
Drive continuous improvement through root-cause analysis of recurring issues, implement corrective actions, pilot new cleaning technologies and document lessons learned for broader rollout.
Establish and maintain excellent client relationships by conducting regular walkthroughs, capturing feedback, adjusting service plans and escalating unresolved issues to senior management with recommended remediation steps.
Oversee contract transitions and startups for new accounts, including staffing plans, training schedules, equipment staging, site surveys and milestone-based readiness checks.
Ensure consistent application of appearance standards, uniform policies and professional behavior across the janitorial workforce to represent the company to clients and tenants.
Implement and enforce pest control, odor management and high-touch surface protocols for high-traffic and sensitive environments such as lobbies, restrooms, conference rooms and healthcare adjacent spaces.
Coordinate with procurement and finance teams to prepare RFPs for major cleaning contracts, evaluate vendor proposals, perform cost-benefit analyses and participate in vendor selection.
Establish and monitor key risk indicators and incident reporting processes for workplace injuries, chemical exposures and near-misses; lead investigations and maintain corrective action records to reduce hazards.
Champion employee development through performance reviews, career pathing, certifications (e.g., ISSA CIMS, floor care certification) and regular coaching to improve retention and professional growth.

Secondary Functions

Support operational reporting requests and ad-hoc management information needs by compiling data and creating executive summaries for leadership review.
Collaborate with facilities, security and operations teams to translate service needs into practical schedules, staffing models and scope-of-work documents.
Participate in planning meetings for capital projects that affect janitorial workflows (flooring replacements, space renovations) to ensure cleaning continuity and asset protection.
Contribute to the organization’s sustainability roadmap by recommending green product substitutions and resource reduction strategies that reduce environmental impact and operational cost.
Assist HR and training teams to create role-specific competency matrices and e-learning modules for new custodial hires and ongoing refresher training.
Provide subject-matter input for bid proposals, SOW development and responses to client service inquiries to secure new business and renew existing contracts.

Required Skills & Competencies

Hard Skills (Technical)

Custodial operations management: multi-site scheduling, shift planning, and workforce allocation.
Quality assurance and audit program development with documented checklists and scoring methodology.
Budgeting and cost control for labor, supplies, equipment maintenance and capital replacement planning.
Contract and vendor management including RFP creation, performance monitoring and negotiations.
Inventory management and procurement systems, including reorder point logic and vendor relationships.
Knowledge of cleaning chemicals, dilution control, SDS management and safe handling procedures.
Preventive maintenance planning for cleaning equipment and coordination with third-party service providers.
Work order management and Computerized Maintenance Management System (CMMS) proficiency.
Regulatory and compliance knowledge (OSHA, EPA, local health codes) and incident reporting protocols.
Infection control protocols and disinfectant application in high-risk and healthcare-adjacent environments.
Floor care techniques and equipment operation (strip & wax, burnishing, carpet extraction).
Microsoft Office suite (Excel for KPI tracking, Word for SOPs, PowerPoint for executive reporting).

Soft Skills

Strong leadership and people management skills, capable of motivating diverse teams and leading by example.
Excellent verbal and written communication for stakeholder updates, client relations and team briefings.
Customer-service orientation with a focus on responsiveness, accountability and relationship-building.
Problem-solving and critical thinking to diagnose process issues and implement sustainable solutions.
Attention to detail and quality focus to ensure consistent cleaning outcomes and compliance with standards.
Time management and prioritization skills to juggle reactive tasks and scheduled responsibilities.
Conflict resolution and coaching skills to manage performance issues and develop team members.
Adaptability and resilience in handling emergencies, scope changes and seasonal demand shifts.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED.

Preferred Education:

Associate or Bachelor's degree in Facilities Management, Business Administration, Environmental Health and Safety, Hospitality Management, or related field.

Relevant Fields of Study:

Facilities Management
Business Administration
Environmental Health & Safety
Hospitality or Hotel/Facility Operations
Public Health / Infection Control

Experience Requirements

Typical Experience Range:

3–7 years of progressively responsible custodial or facilities experience, with at least 2 years in a supervisory or managerial role.

Preferred:

5+ years managing janitorial operations for commercial, institutional, healthcare or multi-site environments.
Demonstrated experience managing budgets, contracts, and multi-vendor relationships.
Certifications and training such as ISSA CIMS, OSHA 10/30, floor care certification, or green cleaning credentials are strongly preferred.