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Key Responsibilities and Required Skills for Facilities Management Assistant

💰 $ - $

FacilitiesOperationsBuilding Services

🎯 Role Definition

The Facilities Management Assistant (FM Assistant) is an operational, hands-on role responsible for supporting building operations, maintenance coordination, vendor management, and safety compliance across commercial, institutional, or multi-site portfolios. Acting as the primary support to Facilities Managers and Building Engineers, the FM Assistant schedules and executes routine preventive maintenance, processes work orders in CMMS/CAFM platforms, coordinates third-party vendors, and performs inspections to ensure systems (HVAC, electrical, plumbing, fire/life safety, security) operate reliably and within regulatory requirements.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Maintenance Technician / Building Technician
  • Administrative Assistant with facilities exposure
  • Junior Handyman / Janitorial Team Lead

Advancement To:

  • Facilities Coordinator
  • Facilities Manager / Building Engineer
  • Senior Facilities Specialist / Site Operations Manager

Lateral Moves:

  • Health & Safety Coordinator
  • Vendor or Contract Administrator
  • Space Planner / Move Coordinator

Core Responsibilities

Primary Functions

  • Receive, triage, and prioritize incoming maintenance requests and work orders via CMMS/CAFM (e.g., Archibus, Maximo, FM:Systems), ensuring accurate categorization, SLA assignment, and timely status updates to occupants and stakeholders.
  • Execute scheduled preventive maintenance tasks for HVAC, plumbing, electrical, and mechanical systems according to manufacturer recommendations and the facility’s PM schedule, logging actions and parts used in the maintenance management system.
  • Conduct routine building rounds and inspections (daily/weekly/monthly) to identify safety hazards, deferred maintenance, lighting and environmental issues, and document findings with photographs and follow-up work orders.
  • Coordinate and supervise external vendors, contractors, and service providers—sourcing quotes, scheduling access, ensuring scope compliance, verifying permits, and performing post-service quality inspections and sign-offs.
  • Perform basic hands-on repairs and troubleshooting for building systems and components, including replacing filters, adjusting HVAC thermostats, repairing fixtures, clearing drains, and responding to electrical and plumbing faults within defined safety limits.
  • Assist in emergency response and after-hours incidents (e.g., water leaks, power outages, HVAC failures), providing initial containment, communication to affected occupants, and coordination with vendors and emergency services when required.
  • Maintain accurate inventory of maintenance supplies, spare parts, and serviceable equipment; manage reorder levels, process purchase requests, and collaborate with procurement to control costs and lead times.
  • Support energy management initiatives by monitoring utility usage, executing simple energy-savings measures (LED retrofits, scheduling adjustments), and compiling consumption data for management review.
  • Ensure compliance with local building codes, fire/life safety regulations, OSHA standards, and company policies by coordinating inspections (fire alarms, emergency lighting, suppression systems), maintaining records, and implementing corrective actions.
  • Prepare and update asset and equipment records, including serial numbers, warranties, manuals, maintenance histories, and life-cycle documentation to support capital planning and asset replacement decisions.
  • Assist with space management activities, including move coordination, furniture set-ups, key/fob access changes, and workstation reconfigurations while maintaining accurate room and occupant databases.
  • Track vendor performance metrics, service level agreements, and invoice accuracy; assist with dispute resolution and maintain vendor scorecards to support continuous improvement.
  • Compile and submit routine maintenance reports, KPIs, and compliance documentation (work order completion rates, mean time to repair, open backlog) for weekly and monthly facilities management review meetings.
  • Perform basic building system calibrations and adjustments (thermostats, zone controls, rebalancing requests) under the supervision of senior engineers to optimize occupant comfort and system efficiency.
  • Manage small renovation and fit-out projects by coordinating schedules, ensuring scope alignment, tracking progress, securing temporary services, and maintaining safety and cleanliness during works.
  • Support pest control, landscaping, custodial, and waste-management programs by coordinating schedules, verifying service delivery, and ensuring compliance with environmental and sanitation standards.
  • Assist in preparing bid packages and statements of work for routine services and small capital projects, consolidating quotes, and participating in vendor selection under the guidance of the Facilities Manager.
  • Monitor building security systems and access controls; process access requests, report suspicious activity, coordinate with security teams, and assist with badge and key issuance.
  • Perform basic grounds and exterior maintenance checks (roof drains, gutters, exterior lighting, parking lots), reporting issues and initiating repairs to protect assets and mitigate liability.
  • Maintain a clean, safe, and professional facility appearance by supporting frontline janitorial requests, event set-ups, and post-event cleanup, ensuring occupant satisfaction and workplace standards.
  • Participate in facility audits and third-party inspections, providing documentation, corrective action plans, and follow-up to achieve and retain certifications or regulatory compliance.
  • Train and mentor junior maintenance staff or vendor personnel on site-specific procedures, safety protocols, and work order system usage to improve team capabilities and consistency.

Secondary Functions

  • Assist with basic administrative duties: scheduling meetings, maintaining vendor contact lists, issuing purchase orders, and filing compliance records.
  • Support facility onboarding and orientation for new employees, including safety briefings, emergency procedures, and space allocation guidance.
  • Collect and analyze ad-hoc operational data (work order trends, recurring failures) to identify continuous improvement opportunities and recommend preventive interventions.
  • Help maintain building documentation, including floor plans, evacuation maps, SOPs, and equipment manuals in digital repositories for easy retrieval.
  • Provide event support logistics (room setups, A/V liaison, temporary power) and coordinate with internal stakeholders to ensure smooth execution.
  • Participate in cross-functional safety committees and contribute observations and corrective actions from building operations.
  • Assist with seasonal readiness tasks (winterization, HVAC summer commissioning, storm preparedness) and maintain related checklists and inventories.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency using CMMS/CAFM platforms (e.g., IBM Maximo, Archibus, FM:Systems, Maintenance Connection) to create, update, and close work orders.
  • Working knowledge of HVAC systems, refrigeration basics, air handling units, filters, and thermostat controls.
  • Basic electrical and plumbing troubleshooting skills, including understanding of wiring, breakers, pumps, valves, and fixture repair.
  • Familiarity with fire/life safety systems (fire alarm, sprinklers, suppression systems) and coordination of periodic tests and inspections.
  • Experience with vendor coordination, contractor oversight, permit processing, and basic procurement workflows.
  • Inventory and spare parts management, including stock rotation, reorder point calculation, and vendor sourcing.
  • Ability to read and interpret equipment manuals, technical drawings, and simple as-built floor plans; basic AutoCAD exposure a plus.
  • Knowledge of building codes, OSHA regulations, environmental compliance, and safe-work-permit protocols.
  • Proficiency with Microsoft Office (Excel for logs and reports, Outlook for communication, Word for documentation) and basic data entry skills.
  • Familiarity with building access control, security systems, and key/fob management processes.
  • Basic energy management awareness and ability to assist in monitoring utility meters and identifying inefficiencies.
  • Hands-on competency with common maintenance tools, ladders, lifts, and PPE; safe operation of tools and equipment.

Soft Skills

  • Strong customer service orientation: professional, responsive, and focused on occupant satisfaction.
  • Clear verbal and written communication, with the ability to document technical information and provide routine reports.
  • Excellent prioritization and time-management skills to balance reactive maintenance, planned tasks, and ad-hoc requests.
  • Problem-solving mindset with practical troubleshooting, escalation judgment, and follow-through.
  • Attention to detail in inspections, record-keeping, and compliance documentation.
  • Teamwork and the ability to collaborate with multi-disciplinary stakeholders, vendors, and internal departments.
  • Adaptability and resilience in fast-paced environments, including effective work during after-hours events and emergencies.
  • Integrity, accountability, and commitment to safety culture and regulatory compliance.
  • Initiative and continuous improvement mindset: identify inefficiencies and propose pragmatic solutions.
  • Conflict resolution and vendor negotiation skills to achieve service quality and cost control.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate degree, technical diploma, or certification in Facilities Management, HVAC, Electrical, Building Systems, Construction Technology, or related field.
  • Certifications such as OSHA 10/30, HVAC EPA Universal, Certified Facility Manager (CFM) coursework, or Building Operator Certification (BOC) are advantageous.

Relevant Fields of Study:

  • Facilities Management
  • Mechanical or Electrical Technology
  • HVAC / Refrigeration
  • Construction Management
  • Building Science
  • Environmental Health & Safety
  • Business Administration (facilities/operations focus)

Experience Requirements

Typical Experience Range: 1–4 years of hands-on facilities, maintenance, or building operations experience.

Preferred: 2–5 years supporting commercial or institutional facilities with experience using CMMS, coordinating contractors, and performing routine building maintenance tasks. Experience in multi-site portfolios or large campus environments is a plus.

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