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Key Responsibilities and Required Skills for Facilities Maintenance Manager

💰 $75,000 - $130,000

OperationsFacilitiesMaintenanceEngineeringManagement

🎯 Role Definition

The Facilities Maintenance Manager is responsible for ensuring safe, reliable, and cost-effective operation of buildings and site infrastructure through leadership of maintenance staff, development and execution of preventive and predictive maintenance programs, oversight of contractors and capital projects, and strict adherence to EHS and regulatory standards. This role blends technical expertise (HVAC, electrical, plumbing, building automation systems), process management (CMMS, work order lifecycle, inventory), and people leadership (scheduling, training, performance management) to maintain uptime, reduce operating costs, and support business continuity.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Maintenance Technician / Lead Building Engineer
  • Facilities Coordinator or Facilities Specialist
  • Mechanical / Electrical Technician (industrial or commercial)

Advancement To:

  • Director of Facilities / Head of Facilities Operations
  • Regional Facilities Manager / Facilities Program Manager
  • VP of Operations or Corporate Real Estate Manager

Lateral Moves:

  • Operations Manager
  • Environmental Health & Safety (EHS) Manager
  • Reliability / Maintenance Planner or Asset Management Lead

Core Responsibilities

Primary Functions

  • Develop, implement, and continuously improve a comprehensive preventive and predictive maintenance program for HVAC, electrical, plumbing, structural, and life-safety systems using industry best practices to maximize asset life and minimize unplanned downtime.
  • Manage the full lifecycle of maintenance operations through use of a Computerized Maintenance Management System (CMMS): create and prioritize work orders, ensure timely completion, maintain asset records, and analyze failure trends to drive reliability improvements.
  • Lead, coach, and develop a multidisciplinary maintenance team (technicians, electricians, HVAC specialists, custodial staff) including hiring, scheduling, performance reviews, succession planning, and enforcement of safety and quality standards.
  • Plan, manage, and execute maintenance budgets, controllable expenses, and capital expenditure scopes; prepare monthly reports on spend vs. budget, forecasted maintenance needs, and ROI for proposed projects.
  • Oversee vendor, contractor, and subcontractor relationships: solicit bids, negotiate contracts, monitor performance, ensure insurance and compliance, and validate invoicing and work completion to service-level agreements.
  • Develop and enforce EHS (including OSHA) and regulatory compliance programs across facilities, including lockout/tagout procedures, confined space entry permits, fire and life-safety system testing, and environmental permits.
  • Coordinate and supervise capital improvement and renovation projects from scoping through closeout, including managing project schedules, coordinating stakeholders, reviewing designs, and ensuring quality construction and commissioning.
  • Implement energy management and sustainability initiatives—monitor energy consumption, implement efficiency projects (lighting retrofits, HVAC optimization, BAS tuning), and track utility savings to reduce operating costs and carbon footprint.
  • Conduct regular facilities inspections and condition assessments, prepare deficiency reports, prioritize remediation actions, and communicate risks and mitigations to leadership and stakeholders.
  • Maintain and continuously improve spare parts, tools, and consumables inventory strategies (critical spares identification, inventory optimization, vendor-managed inventory options) to ensure rapid repair capability while controlling carrying costs.
  • Drive root-cause failure analysis for repeat breakdowns, recommend corrective actions, and implement preventive measures through cross-functional coordination with engineering and operations teams.
  • Ensure uninterrupted business operations by developing and maintaining emergency response, business continuity, and disaster recovery plans for facility systems and critical infrastructure.
  • Establish and monitor KPIs for maintenance performance (MTTR, MTBF, planned maintenance percentage, backlog, work order completion rate), create actionable dashboards, and provide monthly performance reviews to senior leadership.
  • Oversee building automation system (BAS) programming, troubleshooting, and integration with HVAC and lighting systems to optimize comfort, reliability, and energy efficiency.
  • Coordinate scheduled shutdowns and outages with production and business units to minimize impact and ensure safe, efficient execution of planned maintenance and capital work.
  • Maintain up-to-date technical documentation, O&M manuals, drawings, vendor warranties, and asset registers and ensure version control and accessibility for operations and maintenance staff.
  • Monitor and ensure compliance with local, state, and federal permitting, environmental regulations, and building codes related to air emissions, wastewater, hazardous materials, and asbestos/lead management.
  • Implement and oversee predictive maintenance technologies (vibration analysis, infrared thermography, oil analysis) and partner with third-party specialists to extend equipment reliability and schedule repairs proactively.
  • Lead bids and procurement for equipment and maintenance services, write scope of work documents, evaluate technical proposals, and ensure cost-effective selection consistent with total cost of ownership principles.
  • Mentor and implement technician training programs and certifications (electrical, refrigeration, boiler, NFPA, confined space) to elevate internal competency and reduce reliance on external contractors.
  • Serve as point of contact for landlord, property management, utilities, and municipal agencies for matters related to building operations, service outages, inspections, and compliance audits.

Secondary Functions

  • Support cross-functional continuous improvement initiatives (5S, Lean maintenance, root cause corrective actions) to reduce waste and improve throughput of maintenance workflows.
  • Assist with site security coordination, card access systems, CCTV maintenance, and integration of physical security with facility operations.
  • Prepare and present quarterly business reviews on facility health, upcoming capital needs, and long-term asset replacement plans to executive stakeholders.
  • Manage and reconcile service level agreements (SLAs) and maintenance contracts, track vendor KPIs, and initiate corrective action when performance lapses.
  • Provide technical support during safety investigations, incident root-cause analysis, and corrective action implementation following near-misses or accidents.
  • Establish and maintain relationships with local utilities and municipalities to coordinate service upgrades, demand response programs, and outage notifications.
  • Participate in lease negotiations and site acquisition due diligence to assess facility condition, deferred maintenance liabilities, and necessary capital investment.

Required Skills & Competencies

Hard Skills (Technical)

  • CMMS administration and utilization (e.g., Maximo, IBM, Fiix, eMaint, UpKeep) — work order lifecycle, asset hierarchies, preventive maintenance scheduling.
  • Deep understanding of HVAC systems (chillers, AHUs, VAV, rooftop units), refrigeration, and commercial heating systems including commissioning and troubleshooting.
  • Electrical systems expertise (low-voltage distribution, switchgear, MCCs, breakers, grounding), ability to read electrical single-line diagrams and perform safe troubleshooting.
  • Plumbing and piping systems: pumps, valves, water treatment, backflow prevention, and steam systems knowledge.
  • Building Automation Systems (BAS/SCADA) configuration and diagnostics, facility controls optimization, and integration with energy management systems.
  • Project management for facility capital projects (scheduling, budgeting, contractor coordination, change orders) and familiarity with construction drawings and submittals.
  • Strong knowledge of EHS regulations: OSHA standards, NFPA life-safety codes, EPA environmental rules, and permit compliance processes.
  • Predictive maintenance tools and technologies: vibration analysis, infrared thermography, lubricant analysis, and condition monitoring best practices.
  • Procurement and vendor contract management: RFP/RFQ development, bid evaluation, SLA management, and cost control.
  • Financial acumen: budget creation and management, CAPEX justification, lifecycle cost analysis, and cost-savings tracking.
  • Blueprint and technical drawing interpretation, as-built documentation management, and asset tagging/GIS familiarity.
  • Proficiency with Microsoft Office suite (Excel modeling, PowerPoint reporting), CMMS reporting, and basic data analysis to track KPIs and trends.

Soft Skills

  • Strong leadership and people management: coaching, conflict resolution, performance management, and team development.
  • Effective verbal and written communication with technical and non-technical stakeholders, including senior leadership, vendors, and operations teams.
  • Analytical and problem-solving orientation with the ability to synthesize data, prioritize repairs, and make timely decisions under pressure.
  • Customer-focused mindset: service orientation toward internal clients and the ability to balance operational needs with maintenance priorities.
  • Project prioritization and time management to handle multiple concurrent initiatives while meeting deadlines.
  • Negotiation skills to obtain favorable contract terms and to manage vendor performance and disputes.
  • Attention to detail for compliance documentation, preventive maintenance schedules, and quality assurance.
  • Change management and process-improvement facilitation to embed best practices across the maintenance organization.
  • Adaptability and resilience in emergency or high-urgency situations (e.g., power outages, equipment failure, weather events).
  • Collaborative stakeholder management to coordinate across departments (IT, HR, Operations, Safety, Real Estate).

Education & Experience

Educational Background

Minimum Education:

  • Associate degree in Facilities Management, HVAC Technology, Mechanical/Electrical Technology, Construction Management, or related technical discipline.

Preferred Education:

  • Bachelor’s degree in Mechanical Engineering, Electrical Engineering, Facilities Management, Construction Management, or Business Administration.
  • Certifications such as Certified Facility Manager (CFM), Facility Management Professional (FMP), HVAC/R certifications, NFPA, OSHA 30, or ISO 50001 preferred.

Relevant Fields of Study:

  • Facilities Management
  • Mechanical or Electrical Engineering
  • Construction Management
  • Building Systems Technology
  • Business Administration / Operations Management

Experience Requirements

Typical Experience Range:

  • 5–10+ years of progressive facilities maintenance experience with at least 3 years in a leadership/supervisory role.

Preferred:

  • 7+ years managing multi-site or large commercial/industrial facilities, demonstrated success implementing CMMS programs, managing CAPEX projects ($100K+), and delivering measurable energy or reliability improvements.
  • Prior experience in manufacturing, healthcare, higher education, corporate real estate, or logistics environments is highly valued.
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