Key Responsibilities and Required Skills for Onsite Manager

🎯 Role Definition

The Onsite Manager is the operational lead responsible for day-to-day site performance, team supervision, health & safety compliance, vendor coordination, and delivering an exceptional customer and client experience at a physical location. This role combines hands-on facility and people management with strategic oversight of site budgets, maintenance, logistics, and operational KPIs. The ideal candidate is a proactive problem-solver with strong leadership, communication, and vendor-management experience who can drive continuous improvement and ensure safe, efficient operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Facilities Coordinator / Facilities Assistant
Field Supervisor / Site Supervisor
Operations Coordinator / Logistics Coordinator

Advancement To:

Regional Operations Manager / Area Manager
Director of Facilities / Head of Site Operations
Senior Operations Manager / Program Manager

Lateral Moves:

Project Manager (construction or operations)
Health & Safety Manager / EHS Lead
Client Services Manager / Account Manager

Core Responsibilities

Primary Functions

Own all day-to-day operational responsibilities for the site, including staff scheduling, shift handovers, and coordination of front-line activities to meet service level agreements and operational KPIs.
Lead, coach, and supervise a diverse onsite team (technicians, custodial staff, security, receptionists, and contractors) through recruitment, onboarding, performance management, development, and disciplinary actions.
Develop, maintain, and enforce site Standard Operating Procedures (SOPs) to ensure consistent service delivery, regulatory compliance, and operational efficiency across shifts and teams.
Manage site budgets, control operating expenses, prepare monthly variance reports, and propose cost-savings initiatives while maintaining quality and safety standards.
Coordinate and oversee preventive and reactive maintenance programs (HVAC, electrical, plumbing, equipment) using a CMMS or work order system to minimize downtime and extend asset life.
Serve as primary onsite point of contact for clients, customers, and stakeholders; proactively manage expectations, resolve escalations, and deliver a positive customer experience.
Implement and enforce health, safety, and environmental compliance (OSHA, local codes, fire safety, COVID-related protocols), lead incident investigations, and maintain incident and near-miss records.
Plan and execute site improvement projects, including small capital works, facility upgrades, and space reconfigurations, coordinating vendors, timelines, permits, and budget tracking.
Lead vendor selection, contracting, and management activities—issue RFPs/RFQs, negotiate terms, monitor SLAs, and audit third-party performance.
Manage inventory, supplies, and asset tracking systems; own procurement of critical materials and maintain reorder points to ensure uninterrupted operations.
Conduct daily walkthroughs and site inspections to identify hazards, maintenance needs, and service gaps; assign corrective actions and track closure.
Create and deliver operational reporting and dashboards (occupancy, staffing, downtime, KPIs) to regional leadership and stakeholders for data-driven decision making.
Oversee security operations, visitor management, access control, and emergency preparedness planning, including drills and coordination with local emergency responders.
Ensure accurate payroll inputs, timekeeping compliance, and adherence to labor regulations; partner with HR on workforce planning and succession.
Drive continuous improvement initiatives (5S, Kaizen, Lean) to optimize workflows, reduce waste, and increase productivity at the site level.
Manage compliance with contract terms and scope of work; escalate scope changes, claim issues, and contract variances to senior leadership.
Own the onboarding and offboarding processes for contractors and temporary staff, including site orientation, access provisioning, and compliance checks.
Establish and monitor KPIs (safety incidents, customer satisfaction, SLA compliance, response time, asset availability), analyze trends, and execute corrective action plans.
Prepare and coordinate audits and regulatory inspections; ensure documentation, permits, and certifications are current and accessible.
Lead daily/weekly operations meetings and cross-functional coordination sessions to align site activities with corporate objectives and client needs.
Respond to and manage on-site emergencies and incidents 24/7 as required; make rapid, informed decisions and coordinate with emergency services and corporate escalation teams.
Maintain detailed records of site activities, maintenance history, vendor performance, and compliance documentation for audits and reporting.
Deliver training programs and toolbox talks on safety, customer service, equipment use, and SOP updates to ensure team competence and compliance.
Drive customer retention initiatives by identifying service gaps, proposing enhancements, and executing local marketing or client engagement activities where applicable.

Secondary Functions

Support ad-hoc operational reporting requests and provide exploratory analysis of site metrics to regional operations and corporate teams.
Contribute to the organization's site strategy and operational roadmap by providing ground-level insights, cost drivers, and improvement opportunities.
Collaborate with cross-functional business units (HR, Finance, Security, Facilities, Client Success) to translate business needs into actionable onsite plans and resource requirements.
Participate in planning meetings, operational reviews, and stakeholder briefings to align site goals with broader company initiatives and quarterly objectives.
Assist in the rollout and adoption of digital tools (CMMS, scheduling, timekeeping, reporting platforms) by testing, documenting, and training site teams.

Required Skills & Competencies

Hard Skills (Technical)

Proven experience with facility management systems and Computerized Maintenance Management Systems (CMMS) such as Fiix, UpKeep, or Maintenance Connection.
Strong knowledge of building systems (HVAC, electrical, plumbing, fire life safety) and ability to prioritize technical repairs and vendor dispatch.
Budgeting and financial acumen: P&L awareness, cost control, procurement, and vendor invoice reconciliation.
Familiarity with health & safety regulations (OSHA, local codes) and incident investigation methodologies.
Proficiency with Microsoft Office Suite (Excel for operational reporting and pivot tables), Google Workspace, and basic data visualization tools (Power BI or Tableau preferred).
Experience with workforce management and scheduling tools (Deputy, Kronos, When I Work) and timekeeping systems.
Contract and vendor management skills: RFP/RFQ creation, SLA monitoring, and performance audits.
Inventory and asset management, including barcoding/RFID systems and reorder point planning.
Basic project management skills: task planning, timeline tracking, stakeholder coordination, and small capital project delivery.
Emergency response planning and crisis management experience, including conducting drills and liaising with local emergency services.

Soft Skills

Strong leadership presence with ability to motivate, develop, and hold teams accountable in a fast-paced onsite environment.
Excellent verbal and written communication skills for client interactions, reporting, and cross-functional collaboration.
High emotional intelligence and conflict-resolution skills when managing staff performance issues and client escalations.
Customer-centric mindset with a commitment to high-quality service delivery and continuous improvement.
Strong organizational skills and the ability to prioritize multiple competing operational demands effectively.
Sound decision-making under pressure, with a practical, solutions-oriented approach to operational problems.
Attention to detail combined with a pragmatic focus on outcomes and risk mitigation.
Coaching and mentoring aptitude to develop frontline supervisors and internal talent.
Adaptability to changing site conditions, peaks in demand, and evolving client requirements.
Analytical mindset for interpreting KPI data, root-cause analysis, and driving corrective actions.

(Combined hard + soft skills list contains 20+ explicit competencies to match senior recruiter expectations and ATS/LLM parsing.)

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; vocational certification in facilities, trades, or operations acceptable.

Preferred Education:

Bachelor’s degree in Business Administration, Facilities Management, Engineering, Hospitality Management, or related field.
Professional certifications preferred: CFM, FMP, PMP, OSHA 30, or equivalent health & safety credentials.

Relevant Fields of Study:

Facilities Management
Business Administration / Operations Management
Mechanical or Electrical Engineering
Hospitality or Property Management

Experience Requirements

Typical Experience Range: 3–7 years of progressive onsite or facility management experience, including frontline supervision and vendor coordination.

Preferred: 5+ years of direct site management experience in a similar industry (commercial facilities, retail, healthcare, manufacturing, logistics, hospitality) with demonstrated success managing budgets, compliance, and multi-vendor environments.