Key Responsibilities and Required Skills for Maintenance Officer

🎯 Role Definition

The Maintenance Officer is a cornerstone of our operational integrity, responsible for the hands-on and administrative upkeep of our facilities. This role is pivotal in ensuring a safe, efficient, and well-functioning environment for all employees, visitors, and stakeholders. The position involves a blend of technical trade skills, planning, and coordination to execute a comprehensive maintenance program. A successful Maintenance Officer not only fixes what is broken but also proactively implements strategies to prevent issues, manage resources effectively, and ensure compliance with all safety and regulatory standards. This individual acts as the primary point of contact for all facility-related matters, guaranteeing that the physical infrastructure supports the organization's strategic goals.

📈 Career Progression

Typical Career Path

Entry Point From:

Maintenance Technician
Skilled Tradesperson (e.g., Electrician, Plumber, HVAC Technician)
Facilities Assistant or Coordinator

Advancement To:

Maintenance Supervisor or Team Lead
Facilities Manager
Maintenance Planner / Scheduler

Lateral Moves:

Health & Safety Officer
Project Coordinator (Facilities)

Core Responsibilities

Primary Functions

Develop, implement, and meticulously manage a comprehensive preventative maintenance schedule for all building systems, including HVAC, plumbing, electrical, and life safety equipment to minimize downtime and extend asset lifespan.
Conduct routine inspections and diagnostic assessments of facilities and equipment to proactively identify potential issues, safety hazards, and areas requiring repair or improvement.
Respond promptly and efficiently to all reactive maintenance requests and emergency situations, troubleshooting complex problems to restore functionality in a timely and safe manner.
Oversee and coordinate the work of third-party contractors and vendors, including obtaining quotes, verifying credentials, scheduling work, and ensuring all services are completed to organizational standards and contractual agreements.
Maintain a detailed and accurate inventory of all maintenance supplies, spare parts, and tools, initiating procurement orders as necessary to ensure continuous operational readiness.
Operate and maintain the Computerized Maintenance Management System (CMMS) to log work orders, track asset history, manage schedules, and generate detailed reports on maintenance activities and team performance.
Ensure strict adherence to all local, state, and federal health and safety regulations (e.g., OSHA), conducting regular safety audits and promoting a culture of safety among all staff and contractors.
Perform a wide range of hands-on maintenance tasks, including but not limited to basic carpentry, painting, plumbing repairs, electrical fixture replacement, and minor HVAC adjustments.
Prepare and assist in managing the annual maintenance budget, carefully tracking expenditures, identifying cost-saving opportunities, and providing regular financial reports to senior management.
Develop and maintain positive relationships with building occupants, tenants, and internal staff, communicating effectively about scheduled maintenance, service disruptions, and issue resolution.
Read and interpret technical documents, blueprints, schematics, and equipment manuals to effectively diagnose and repair complex mechanical and electrical systems.
Coordinate and execute small-scale facility projects, such as office reconfigurations, equipment installations, or minor renovations, from initial planning through to completion.
Maintain all required documentation, including maintenance logs, safety inspection records, contractor service reports, and compliance certificates, ensuring they are organized and readily accessible for audits.
Provide expert technical advice and support to other departments regarding facility operations, equipment capabilities, and the feasibility of proposed projects.
Conduct risk assessments for maintenance tasks and implement appropriate control measures to mitigate potential hazards to personnel, property, and the environment.
Manage the building's access control and security systems, ensuring they are fully operational and responding to any system faults or alarms.
Champion energy efficiency and sustainability initiatives by monitoring utility consumption, recommending improvements, and implementing conservation measures throughout the facility.
Prepare clear, concise, and professional reports for management detailing maintenance activities, system performance, project progress, and key performance indicators (KPIs).
Supervise and provide guidance to junior maintenance technicians or assistants, delegating tasks effectively and offering training to develop their skills.
Participate in the emergency response team, being available for on-call duties to address urgent after-hours facility issues as they arise.
Evaluate the condition of existing assets and contribute to long-term capital planning by recommending equipment upgrades, replacements, and major facility improvements.

Secondary Functions

Assist with the onboarding and training of new maintenance team members or contractors on site-specific procedures and safety protocols.
Contribute to sustainability initiatives by identifying opportunities for energy conservation and waste reduction in building operations.
Collaborate with cross-functional teams to provide maintenance-related input on upcoming operational changes or capital projects.
Support the procurement department by providing technical specifications and recommendations for new equipment or spare parts.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in diagnosing and repairing commercial HVAC, plumbing, and electrical systems.
Strong working knowledge of building automation systems (BAS) and controls.
Proven experience operating a Computerized Maintenance Management System (CMMS).
Ability to read and interpret blueprints, schematics, and technical manuals.
Competence in general building trades, including carpentry, painting, and drywall repair.
In-depth understanding of occupational health and safety standards (OSHA) and fire/life safety codes.
Skilled in the use of a wide range of hand tools, power tools, and diagnostic equipment.
Knowledge of vendor management and procurement processes for maintenance services.
Experience managing fire alarm, sprinkler, and other life safety systems.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for reporting and communication.

Soft Skills

Exceptional problem-solving and critical-thinking abilities.
Strong organizational and time-management skills, with the ability to prioritize competing tasks.
Excellent verbal and written communication skills for interacting with staff, tenants, and vendors.
High level of attention to detail and a commitment to quality workmanship.
Adaptability and composure when responding to urgent or emergency situations.
A proactive, self-motivated work ethic with the ability to work independently.
Strong interpersonal skills and a collaborative, team-oriented mindset.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent, supplemented by a certificate from a vocational or trade school.

Preferred Education:

Associate's or Bachelor's Degree in a relevant technical or management field.

Relevant Fields of Study:

Facilities Management
Engineering Technology
Building Maintenance Technology
Skilled Trades (e.g., Electrical, HVAC, Plumbing)

Experience Requirements

Typical Experience Range: 3-7 years of hands-on experience in a building maintenance or facilities management role, with progressively increasing responsibility.

Preferred: Experience in a large commercial, industrial, or multi-unit residential facility setting is highly desirable. Prior experience coordinating contractors or leading small teams is a significant asset.