Key Responsibilities and Required Skills for Facilities Management Internship

🎯 Role Definition

The Facilities Management Internship provides practical, on-the-job experience supporting day-to-day building operations, preventive maintenance, vendor and contractor coordination, and safety compliance activities. Interns learn core facilities systems (HVAC, plumbing, electrical), work with computerized maintenance management systems (CMMS), assist with small repair projects, and support initiatives that improve energy efficiency and occupant experience. This role is designed for students and early-career candidates seeking a career in facilities, building engineering, property management, or operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Undergraduate student in engineering, facilities management, construction management, or a related discipline.
Recent graduate with a technical diploma, trade certificate, or coursework in building systems (HVAC, electrical, plumbing).
Part-time maintenance aide or campus facilities assistant transitioning into a structured internship.

Advancement To:

Facilities Coordinator / Facilities Technician
Maintenance Technician or Building Engineer
Facilities Analyst or Sustainability Coordinator
Assistant Facilities Manager / Junior Facilities Manager

Lateral Moves:

Operations Coordinator
Environmental Health & Safety (EHS) Assistant
Project Coordinator (for small renovation projects)

Core Responsibilities

Primary Functions

Assist facilities team members with daily building inspections and rounds to identify, document, and prioritize maintenance needs, ensuring timely resolution and clear communication of issues to supervisors.
Execute assigned preventive maintenance tasks under guidance — including filter changes, lubrication, minor HVAC checks, basic plumbing fixtures troubleshooting, and light electrical work — to support asset longevity and reduce downtime.
Log, track, and update work orders in the Computerized Maintenance Management System (CMMS), ensuring accurate descriptions, timestamps, parts used, and status updates for seamless team coordination and reporting.
Support vendor and contractor coordination by preparing job packets, documenting scopes of work, monitoring on-site activities, and verifying completion against agreed specifications and timelines.
Assist with safety compliance activities, including documenting safety observations, participating in safety inspections, maintaining PPE inventories, and helping implement corrective actions to address identified hazards.
Conduct routine building systems monitoring — such as temperature controls, HVAC performance indicators, lighting systems, and simple energy use checks — and escalate anomalies to senior staff for corrective action.
Help prepare and maintain facilities documentation and as-built records, including equipment manuals, service histories, maintenance logs, and floor plans to improve knowledge transfer and audit readiness.
Support move coordination and space changes by assisting with furniture moves, access control updates, signage placement, and basic space setup to meet business needs with minimal disruption.
Participate in small-scale facilities projects, including permit tracking, material staging, site cleanup, task coordination, and punch-list follow-up, under the supervision of a project manager or facilities engineer.
Assist with inventory control of maintenance supplies and spare parts, performing cycle counts, reordering low-stock items, and updating inventory records to ensure parts availability for repairs.
Respond to routine occupant service requests and minor work orders, providing courteous customer service, troubleshooting basic issues, and escalating complex problems to senior technicians.
Support energy efficiency and sustainability initiatives by collecting baseline data, assisting with lighting retrofits, participating in energy-savings assessments, and promoting resource-conserving practices across the site.
Aid in emergency response preparedness by maintaining emergency supplies, participating in drills, learning emergency shut-down procedures, and assisting with incident documentation when needed.
Observe and assist with building access and security procedures, including badge activation/deactivation, temporary access coordination for contractors, and monitoring of physical security systems under supervision.
Perform basic grounds and exterior maintenance tasks as assigned — such as seasonal drainage checks, snow/ice monitoring assistance, and minor exterior repairs — to contribute to curb appeal and occupant safety.
Support vendor invoice reconciliation by gathering service reports, time logs, and completion documentation for review by facilities finance or procurement teams.
Assist with HVAC filter tracking, documenting filter sizes and replacement dates, and updating preventative maintenance schedules to ensure indoor air quality standards are met.
Participate in condition assessments and space utilization surveys by collecting photographs, measurements, and occupancy data to support facilities planning and optimization efforts.
Help implement minor electrical or lighting repairs (e.g., ballast or lamp replacement) following lockout/tagout guidance and direct supervision to reduce lighting-related work orders.
Support the facilities team in compiling weekly and monthly performance metrics for maintenance KPIs (work order backlog, response times, preventive maintenance completion rates) to inform continuous improvement efforts.
Aid in the implementation and upkeep of signage, wayfinding, and ADA-compliant markers, coordinating with vendors and building stakeholders to maintain a safe and accessible environment.
Assist with basic blueprint reading and drawing mark-ups for small projects, validating room assignments, equipment locations, and utility routes under the guidance of facilities engineering staff.
Support procurement activities for routine maintenance supplies by gathering vendor quotes, tracking lead times, and ensuring purchases align with budgets and operational requirements.
Contribute to tenant or occupant communication by drafting standard maintenance notifications, elevator outage notices, or scheduled service bulletins for review and distribution by facilities leadership.

Secondary Functions

Shadow and support senior facilities staff during escalated troubleshooting, learning diagnostic approaches and safe work practices for complex building systems.
Participate in cross-functional meetings to translate operational needs into maintenance requests and to support process improvements across operations, security, and IT teams.
Contribute to sustainability reporting efforts by assisting with data collection for energy consumption, waste management, and water usage metrics.
Help maintain compliance records for inspections (fire safety, elevator, environmental) and prepare documentation for periodic audits.
Assist with basic CAD markups and facility space inventory updates to keep floorplans current and support project planning.
Coordinate logistics and on-site support for campus or building events, including setup, AV coordination, and post-event cleanup.
Gather user feedback through occupant surveys or informal interviews to identify common facility pain points and improvement opportunities.
Support minor renovations by staging materials, documenting work progress, and assisting with punch-list closure to ensure on-time project delivery.
Maintain and update digital facility asset registries, tagging equipment and entering serial numbers, warranty dates, and service histories for lifecycle tracking.
Provide backup support for reception or helpdesk functions during peak periods, fielding inquiries related to building services and routing requests appropriately.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Computerized Maintenance Management Systems (CMMS) such as IBM Maximo, FMX, UpKeep, or ServiceNow for logging work orders, tracking preventive maintenance, and generating basic reports.
Basic understanding of HVAC systems, including equipment types, filter maintenance, thermostat controls, and common troubleshooting procedures.
Foundational knowledge of electrical systems and safe practices (basic circuits, lighting fixtures, breakers) with the ability to perform minor, non-licensed tasks under supervision.
Familiarity with plumbing systems and common fixture repairs (sink/drain clearances, valve checks, leak identification) to support rapid response to occupant needs.
Competence in reading and interpreting basic blueprints, floor plans, and equipment schematics to assist with space planning and minor renovation tasks.
Experience with Microsoft Office Suite (Excel for log tracking and simple analyses, Word for reports, Outlook for communications) and basic data entry accuracy.
Hands-on experience or coursework with building safety standards and codes (OSHA basics, fire safety, lockout/tagout procedures, confined space awareness).
Basic skills in preventive maintenance scheduling and execution, including documenting completed tasks and replenishing supplies.
Familiarity with vendor management basics: obtaining quotes, tracking service agreements, documenting work acceptance criteria, and verifying invoiced work.
Knowledge of energy management fundamentals and familiarity with basic metering, lighting controls, and simple energy conservation measures.
Ability to use common hand and power tools safely (drill, wrench set, multimeter) and follow manufacturer instructions and safety procedures.
Experience using digital photography for condition documentation and evidence capture during inspections.

Soft Skills

Strong verbal and written communication skills for clear reporting, vendor coordination, and occupant-facing interactions.
Excellent attention to detail to ensure accurate work order documentation, inventory counts, and safety compliance.
Customer-service orientation with a professional demeanor when responding to tenant/occupant requests and escalations.
Problem-solving aptitude and mechanical curiosity to diagnose simple building issues and propose practical next steps.
Time management and prioritization skills to balance reactive work orders with preventive maintenance assignments.
Teamwork and collaboration skills to work alongside technicians, contractors, and cross-functional partners.
Adaptability and willingness to learn new systems, tools, and trade skills in a fast-paced facilities environment.
Initiative and accountability to follow through on assigned tasks and to escalate issues appropriately.
Analytical mindset to collect and interpret simple operational metrics and support continuous improvement initiatives.
Strong safety awareness and commitment to follow established procedures, report hazards, and participate in safety training.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED; enrollment in or completion of relevant vocational training or community college coursework is acceptable.

Preferred Education:

Pursuing or completed Associate's or Bachelor's degree in Facilities Management, Mechanical/Electrical Engineering, Construction Management, Building Systems Technology, Environmental Science, or a related field.

Relevant Fields of Study:

Facilities Management / Building Operations
Mechanical, Electrical, or Civil Engineering
Construction Management / Architectural Technology
Environmental Health & Safety (EHS)
Industrial Maintenance / Technical Trades

Experience Requirements

Typical Experience Range:

0–2 years (internship, campus facilities aide, trade apprenticeship, or part-time maintenance experience).

Preferred:

Prior internship or hands-on experience in building maintenance, campus facilities, property management, or a skilled trades environment.
Familiarity with CMMS, basic HVAC/plumbing/electrical maintenance tasks, and workplace safety protocols (OSHA, lockout/tagout, PPE usage).