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Key Responsibilities and Required Skills for Facilities Manager

💰 $75,000 - $120,000

Facilities ManagementOperationsReal EstateBuilding Management

🎯 Role Definition

As our Facilities Manager, you will be the cornerstone of our workplace environment, responsible for the strategic planning and day-to-day management of our physical infrastructure. You are a proactive leader who will ensure our facilities are safe, compliant, and operate at peak efficiency. This role involves managing everything from building systems and vendor relationships to leading critical projects and overseeing the facilities budget. You will be instrumental in shaping a world-class work environment that supports our team and reflects our company's culture and values.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Assistant Facilities Manager
  • Facilities Coordinator
  • Senior Office Manager
  • Property Manager

Advancement To:

  • Senior Facilities Manager
  • Director of Facilities
  • Director of Real Estate and Workplace
  • Head of Global Facilities

Lateral Moves:

  • Operations Manager
  • Health & Safety Manager
  • Senior Project Manager (Construction/Real Estate)

Core Responsibilities

Primary Functions

  • Develop and implement a comprehensive facility management program, including preventative maintenance schedules and life-cycle requirements for all building systems (HVAC, electrical, plumbing, fire/life safety).
  • Oversee the day-to-day operations of the facility, ensuring all building services are delivered efficiently and effectively to provide a clean, safe, and well-maintained environment.
  • Manage all vendor contracts and relationships, including janitorial, security, landscaping, maintenance, and food services; lead RFP processes, negotiate contracts, and ensure vendor performance meets established standards.
  • Prepare, manage, and track the annual facilities budget, providing regular financial reports, variance analysis, and forecasts to senior leadership.
  • Lead space planning initiatives, including headcount projections, office reconfigurations, and departmental moves to optimize space utilization and support organizational growth.
  • Manage all health, safety, and environmental (HSE) programs, ensuring strict compliance with OSHA, EPA, ADA, and other local, state, and federal regulations.
  • Act as the primary point of contact for building emergencies, developing and maintaining emergency response plans, and leading the emergency response team.
  • Plan and manage all facility-related projects from conception to completion, including renovations, equipment installations, capital improvements, and office relocations.
  • Oversee the building security program, including access control systems, CCTV, and coordination with security guard services to protect employees and company assets.
  • Conduct regular facility inspections and audits to identify potential issues, ensure adherence to safety standards, and proactively address maintenance needs.
  • Manage the Computerized Maintenance Management System (CMMS) to track work orders, maintenance history, and asset management for data-driven decision-making.
  • Direct and mentor a team of facilities coordinators, technicians, and support staff, fostering a culture of high performance and continuous improvement.
  • Develop and implement sustainability initiatives to reduce energy consumption, minimize waste, and promote environmentally responsible facility operations.
  • Liaise with landlords, property managers, and other external stakeholders on all matters related to building management, leases, and tenant improvements.
  • Oversee the management of company assets, including furniture, fixtures, and equipment (FF&E), maintaining an accurate inventory and planning for future needs.
  • Develop and manage the shipping and receiving functions, ensuring efficient mail distribution and package handling for the entire organization.
  • Partner with HR and IT to ensure a seamless onboarding and offboarding experience for employees regarding workspace allocation and equipment.
  • Analyze facility data and performance metrics to identify trends, create detailed reports, and recommend strategies for operational and cost-saving improvements.
  • Champion workplace experience initiatives, gathering employee feedback and implementing enhancements to the physical environment to boost morale and productivity.
  • Manage the procurement of office supplies, furniture, and all facility-related goods and services, ensuring cost-effectiveness and quality.
  • Coordinate with event planners and internal departments to provide facility support for company-wide meetings, events, and special functions.

Secondary Functions

  • Support cross-functional initiatives related to employee experience and corporate culture.
  • Contribute to the development and implementation of corporate sustainability and ESG (Environmental, Social, and Governance) programs.
  • Act as a key member of the business continuity planning team, focusing on facility-related risks and disaster recovery.
  • Generate and present regular reports on facility performance, budget adherence, and project status to senior leadership and key stakeholders.

Required Skills & Competencies

Hard Skills (Technical)

  • Facilities Management Systems: Deep proficiency in using CMMS (e.g., FMX, UpKeep) and Building Management Systems (BMS/BAS).
  • Budgeting & Financial Acumen: Strong experience in developing and managing multi-million dollar operational and capital budgets.
  • Vendor & Contract Management: Proven ability to negotiate contracts, manage service level agreements (SLAs), and oversee vendor performance.
  • Regulatory Compliance: In-depth knowledge of OSHA, ADA, EPA, NFPA, and other relevant local and national safety/building codes.
  • Project Management: Demonstrated ability to manage complex projects (renovations, moves, capital improvements) on time and within budget; PMP certification is a plus.
  • Space Planning & Management: Expertise in using space planning tools (e.g., AutoCAD, space management software) to optimize workplace design.
  • Mechanical, Electrical, and Plumbing (MEP) Systems: Strong technical understanding of core building infrastructure and systems.
  • Physical Security Systems: Experience managing access control, CCTV, and alarm systems.
  • Emergency Preparedness: Skill in developing and executing emergency action and fire prevention plans.
  • Data Analysis & Reporting: Ability to analyze facility metrics and present findings clearly to inform strategic decisions.

Soft Skills

  • Leadership & Team Management: Ability to lead, mentor, and motivate a diverse team of internal staff and external contractors.
  • Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to effectively interact with all levels of the organization, from executives to front-line staff.
  • Problem-Solving & Critical Thinking: A proactive and resourceful approach to identifying and resolving complex facility issues with a sense of urgency.
  • Customer Service Orientation: A strong focus on providing a high-quality, responsive service to all internal stakeholders and employees.
  • Adaptability & Resilience: Ability to thrive in a fast-paced environment, manage competing priorities, and remain calm under pressure.
  • Negotiation & Influence: Strong skills in negotiating with vendors and influencing internal stakeholders to achieve desired outcomes.
  • Attention to Detail: Meticulous and thorough in all aspects of facility operations and project management.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree in a relevant field or equivalent professional experience.

Preferred Education:

  • Professional certifications such as CFM (Certified Facility Manager), FMP (Facility Management Professional), or PMP (Project Management Professional) are highly desirable.

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Engineering (Mechanical, Electrical)
  • Real Estate
  • Project Management

Experience Requirements

Typical Experience Range:

  • 5-10 years of progressive experience in corporate facilities management, with at least 3 years in a leadership or management capacity.

Preferred:

  • Experience managing facilities of over 100,000 sq ft, preferably within a corporate headquarters or high-tech campus environment.
  • Proven track record of managing significant capital projects and operational budgets.
  • Experience in a fast-paced, high-growth organization is highly advantageous.
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