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Key Responsibilities and Required Skills for a Facility Operations Manager

💰 $95,000 - $155,000

OperationsFacilities ManagementReal EstateLeadership

🎯 Role Definition

A Facility Operations Manager is the strategic backbone of an organization's physical infrastructure. This leader is responsible for the seamless, efficient, and safe functioning of all building systems, services, and workplace environments. More than just a maintenance overseer, this role involves strategic planning, financial stewardship, vendor management, and team leadership to create a productive and compliant workspace that supports the company's core objectives. You will be the primary point of contact for all matters related to the physical plant, from long-range capital planning to immediate operational needs, ensuring the facility is an asset that enhances business performance.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Assistant Facilities Manager
  • Maintenance Supervisor or Lead Technician
  • Corporate Services Coordinator

Advancement To:

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

Lateral Moves:

  • Senior Project Manager (Construction/Real Estate)
  • EHS (Environmental Health & Safety) Manager
  • Corporate Real Estate Manager

Core Responsibilities

Primary Functions

  • Direct and oversee all aspects of building operations, including maintenance, janitorial services, groundskeeping, security, and mailroom services to ensure a safe, clean, and world-class work environment.
  • Develop, manage, and meticulously track the annual facility operations and capital budgets, forecasting expenses, analyzing variances, and identifying opportunities for cost savings and operational efficiency.
  • Lead, mentor, and develop a high-performing team of in-house facilities staff and technicians, setting clear performance objectives and fostering a culture of safety, accountability, and proactive service.
  • Manage the full lifecycle of third-party vendor and contractor relationships, including sourcing, contract negotiation, establishing service level agreements (SLAs), and monitoring performance to ensure quality and value.
  • Implement, oversee, and continuously improve comprehensive preventative maintenance programs for all critical infrastructure, including HVAC, electrical, plumbing, fire/life safety, and building automation systems.
  • Ensure unwavering compliance with all local, state, and federal regulations, including OSHA, EPA, and ADA standards, and maintain all necessary permits, licenses, and documentation.
  • Spearhead and manage facility-related projects such as office reconfigurations, relocations, renovations, and capital equipment installations, ensuring they are completed on time, within budget, and with minimal disruption.
  • Develop and execute long-term strategic plans for facility management that align with the company's growth objectives, workplace strategy, and future real estate needs.
  • Administer and optimize the use of a Computerized Maintenance Management System (CMMS) or Integrated Workplace Management System (IWMS) to track work orders, manage assets, and generate performance reports.
  • Lead the facility's emergency response and business continuity planning, including developing procedures, conducting drills, and ensuring all staff are trained on safety and evacuation protocols.
  • Conduct regular facility inspections and audits to identify and resolve potential safety hazards, maintenance needs, and opportunities for improvement in building performance.
  • Manage and optimize space planning and allocation, working collaboratively with department leaders to accommodate headcount changes, re-stacking projects, and evolving workplace models.
  • Serve as the primary liaison between the company and property management, ensuring landlord obligations are met and tenant-landlord relations are positive and productive.
  • Drive sustainability initiatives to reduce the facility's environmental footprint, focusing on energy conservation, water usage, waste reduction, and recycling programs.
  • Oversee all physical security systems and protocols, including access control, CCTV, and alarm systems, in partnership with the corporate security team to safeguard company assets and personnel.
  • Manage the procurement of office supplies, furniture, fixtures, and equipment (FF&E), ensuring cost-effectiveness and alignment with company standards.
  • Develop and maintain standard operating procedures (SOPs) for all facility-related functions to ensure consistency, quality, and operational excellence.
  • Act as the central point of communication for all facility-related announcements, service interruptions, and project updates to employees and stakeholders.
  • Analyze key operational metrics and KPIs to report on facility performance to senior leadership, providing insights and recommendations for strategic decisions.
  • Champion a superior workplace experience by proactively addressing employee concerns and service requests related to the physical environment, ensuring a high level of internal customer satisfaction.

Secondary Functions

  • Support space planning and move management initiatives, coordinating with various departments to ensure smooth transitions and optimal workspace utilization.
  • Champion and implement sustainability programs aimed at reducing the facility's environmental impact through energy conservation, waste reduction, and green procurement.
  • Collaborate with HR and IT teams to facilitate a seamless onboarding and offboarding process for employees regarding workspace setup, security access, and asset return.
  • Act as the primary point of contact for all employee inquiries and service requests related to the physical workplace, ensuring timely and effective resolution and communication.

Required Skills & Competencies

Hard Skills (Technical)

  • Facilities Management (FM) Principles: Deep understanding of best practices in hard and soft services.
  • Budgeting & Financial Acumen: Expertise in creating, managing, and reporting on complex operational and capital budgets.
  • Vendor & Contract Management: Proven ability to negotiate contracts, define SLAs, and manage vendor performance.
  • Project Management: Skill in leading facility projects (renovations, moves, installations) from conception to completion.
  • CMMS/IWMS Software Proficiency: Hands-on experience with systems like ServiceChannel, Corrigo, or FMX.
  • MEP & HVAC Systems Knowledge: Strong technical understanding of mechanical, electrical, and plumbing systems.
  • EHS/OSHA Compliance: In-depth knowledge of environmental, health, and safety regulations.
  • Building Codes & Regulations: Familiarity with local, state, and federal building codes, including ADA.
  • Space Planning & Management: Ability to use data and basic tools (like AutoCAD or similar viewers) to manage and optimize space.
  • Physical Security Systems: Experience with access control, CCTV, and alarm system management.
  • Business Continuity Planning: Skill in developing and implementing emergency response and disaster recovery plans.

Soft Skills

  • Leadership & Team Management: Ability to inspire, train, and lead a diverse team of technicians and staff.
  • Strategic Thinking: Capacity to develop long-term facility plans that align with business goals.
  • Problem-Solving & Critical Thinking: Exceptional ability to diagnose issues and implement effective solutions under pressure.
  • Communication & Interpersonal Skills: Excellent verbal and written communication skills for interacting with all levels of the organization, from executives to vendors.
  • Negotiation Skills: Strong ability to negotiate favorable terms with contractors, suppliers, and service providers.
  • Adaptability & Calm Under Pressure: Ability to manage multiple priorities and respond effectively to emergencies.
  • Customer Service Orientation: A strong focus on providing excellent service to internal stakeholders (employees).

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent combination of technical training and/or extensive, relevant experience.

Preferred Education:

  • Bachelor's or Master's Degree in a relevant field.
  • Professional certifications such as CFM (Certified Facility Manager), FMP (Facility Management Professional), or PMP (Project Management Professional).

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Engineering (Mechanical, Electrical, or Civil)
  • Construction Management

Experience Requirements

Typical Experience Range:

  • 7-10+ years of progressive experience in corporate facilities management, with at least 3-5 years in a leadership or management capacity.

Preferred:

  • Experience managing a portfolio of facilities or a single large-scale, complex site (e.g., corporate campus, R&D lab, or high-tech manufacturing facility > 150,000 sq ft).
  • Proven track record of managing significant operational budgets (>$1M) and leading capital projects.
  • Experience in a fast-paced, high-growth corporate environment.
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