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Key Responsibilities and Required Skills for Facility Officer

💰 $55,000 - $80,000

Facilities ManagementOperationsReal EstateCorporate Services

🎯 Role Definition

As a Facility Officer, you are the backbone of our workplace environment, ensuring our buildings and services run smoothly, safely, and efficiently. You will be instrumental in creating and maintaining an exceptional workplace experience for all employees and visitors. This role involves a dynamic mix of hands-on coordination, strategic planning, and vendor management. You will be responsible for everything from daily operational oversight and maintenance coordination to ensuring compliance with health and safety regulations. This role requires a proactive and resourceful individual who can anticipate needs, solve problems creatively, and manage multiple priorities with a positive, service-oriented attitude.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Coordinator
  • Senior Administrative Assistant (with facilities focus)
  • Maintenance Technician or Supervisor

Advancement To:

  • Facilities Manager
  • Senior Facilities Manager / Regional Facilities Manager
  • Director of Facilities / Head of Corporate Real Estate

Lateral Moves:

  • Project Manager (Construction/Real Estate)
  • Health & Safety Manager
  • Procurement or Vendor Manager

Core Responsibilities

Primary Functions

  • Oversee and manage all day-to-day facility operations, ensuring all building systems, including HVAC, electrical, plumbing, and life safety equipment, are functioning optimally and efficiently.
  • Conduct regular and thorough inspections of the premises to proactively identify maintenance needs, potential safety hazards, and opportunities for improvement in building aesthetics and functionality.
  • Act as the primary point of contact for all facility-related inquiries, service requests, and emergencies, providing timely and effective resolutions.
  • Coordinate and supervise the work of third-party vendors and contractors, including cleaning, security, catering, and maintenance services, from procurement and contract negotiation to performance management.
  • Manage and maintain the Computer-Aided Facility Management (CAFM) or Integrated Workplace Management System (IWMS) to track work orders, assets, and space utilization.
  • Develop, implement, and enforce comprehensive health and safety policies and procedures in compliance with OSHA and other local, state, and federal regulations.
  • Plan and execute office moves, reconfigurations, and space planning projects, collaborating with department heads and IT to ensure minimal disruption to business operations.
  • Assist in the development and management of the annual facilities budget, tracking expenditures, processing invoices, and identifying cost-saving opportunities.
  • Manage the inventory of office supplies, furniture, and equipment, overseeing procurement and ensuring resources are readily available for employees.
  • Coordinate and manage the facility's physical security program, including access control systems, surveillance cameras, and incident response protocols.
  • Lead sustainability and environmental initiatives within the facility, such as waste reduction, recycling programs, and energy conservation efforts.
  • Prepare and maintain detailed operational reports, dashboards, and documentation related to maintenance activities, vendor performance, and safety incidents.
  • Serve as the lead for emergency preparedness and business continuity planning, conducting drills and ensuring all staff are trained on emergency procedures.
  • Manage relationships with property management, landlords, and other external stakeholders to ensure compliance with lease agreements and building standards.
  • Oversee the maintenance of all interior and exterior areas, including landscaping, parking lots, and common areas, ensuring they are clean, safe, and well-maintained.
  • Coordinate logistics and provide support for company events, meetings, and conferences held on-site.
  • Ensure all fire and life safety systems are inspected, tested, and maintained in accordance with regulatory requirements, maintaining all necessary documentation.
  • Develop preventative maintenance schedules for all critical equipment and building infrastructure to extend asset life and prevent unplanned downtime.
  • Respond to after-hours emergency calls and coordinate necessary actions to resolve urgent facility issues.
  • Support new construction or renovation projects by working with project managers, architects, and contractors to ensure alignment with company standards and operational needs.
  • Manage mailroom operations and shipping/receiving services to ensure efficient distribution and handling of correspondence and packages.

Secondary Functions

  • Assist in the preparation of annual budgets and financial forecasts for facility-related expenses and capital projects.
  • Contribute to the development and implementation of long-term facility strategic plans and sustainability initiatives.
  • Collaborate with various departments, including Human Resources and IT, to support employee onboarding, office moves, and integrated technology needs.
  • Participate in regular team meetings and contribute to cross-functional projects as the facilities subject matter expert.

Required Skills & Competencies

Hard Skills (Technical)

  • Facility Operations Management: Deep understanding of building systems (HVAC, plumbing, electrical) and preventative maintenance programs.
  • Vendor & Contract Management: Experience sourcing, negotiating with, and managing third-party service providers.
  • Health & Safety Compliance: Strong knowledge of OSHA, EPA, ADA, and other relevant safety and environmental regulations.
  • Budgeting & Financial Acumen: Ability to develop and manage operational budgets, track expenses, and perform cost analysis.
  • Project Coordination: Skills in planning and executing small to medium-sized projects, such as office moves and minor renovations.
  • CAFM/IWMS Proficiency: Experience using facility management software for work orders, asset tracking, and space planning.
  • Physical Security Systems: Familiarity with access control, CCTV, and alarm systems.

Soft Skills

  • Problem-Solving: Proactive and resourceful in identifying issues and implementing effective, timely solutions.
  • Communication & Interpersonal Skills: Excellent verbal and written communication abilities to interact effectively with employees, vendors, and management.
  • Organizational & Time Management: Superior ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
  • Customer Service Orientation: A strong commitment to providing a high-quality, positive workplace experience for all employees.
  • Negotiation Skills: Ability to effectively negotiate contracts and pricing with vendors and suppliers.
  • Adaptability: Flexibility to handle unexpected situations and emergency call-outs with a calm and professional demeanor.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent, combined with significant relevant professional experience. An Associate's Degree is often preferred.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Facility Management
  • Business Administration
  • Engineering (Mechanical, Electrical)
  • Real Estate or Property Management

Experience Requirements

Typical Experience Range:

  • 3-7 years of progressive experience in facilities management, corporate real estate, or a related operations role.

Preferred:

  • Professional certification such as FMP (Facility Management Professional), CFM (Certified Facility Manager), or a related credential is a significant asset.
  • Experience managing facilities in a corporate office, tech, or multi-site environment.
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