How to Be Facilities Manager - Job Description, Skills, and Interview Questions

Dec 18, 2021 / 5 Minutes Read / By Albert

How to Become

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A Facilities Manager is responsible for the day-to-day operations of the facility, ensuring that it runs smoothly and efficiently. Without a Facilities Manager, a facility can become disorganized and inefficient, leading to decreased productivity and increased costs. The Facilities Manager is responsible for establishing and maintaining a safe working environment, ensuring that the facility is properly maintained, managing other personnel, and supervising the daily operations. A Facilities Manager can help create a productive working environment and reduce operating costs, both of which can lead to higher profits and overall success for the business.

Steps How to Become

Earn a Bachelor's Degree. Obtaining a bachelor's degree in Facilities Management or a related field (such as Construction Management, Business Administration or Management) is the first step towards becoming a Facilities Manager. Many employers may require a master's degree in related field as well.
Gain Experience. It is important to gain experience in the field. This can include internships or entry-level positions in facilities management or related fields such as construction management or project management.
Acquire Certifications. Becoming certified as a Facilities Manager can help to demonstrate professionalism and knowledge of the field to employers. The International Facility Management Association (IFMA) offers several certifications for Facilities Managers.
Develop Leadership Skills. Strong leadership skills are essential for success as a Facilities Manager. It is important to be able to effectively manage and lead staff, contractors and vendors in order to successfully complete projects.
Stay Up-to-Date with Technology. As technology advances, it is important for Facilities Managers to stay up-to-date on the latest tools and software in the field. This includes monitoring systems, project management software, and energy management systems.
Pursue Professional Development Opportunities. Staying current on the latest trends and developments in the field is essential for success as a Facilities Manager. Participating in professional development opportunities, such as seminars and conferences, can help to ensure that you are up-to-date on the latest trends and technology in the field.

When facilities managers are well-trained and experienced, they can ensure that their organizations premises are well-maintained, safe and conducive to work. This in turn helps to increase staff productivity, while reducing the cost of repairs and maintenance. Furthermore, when the facilities are up to date and aesthetically pleasing, they can also act as a great tool to attract potential customers or partners.

Poorly maintained premises, on the other hand, can lead to disruption in the day-to-day operations of the organization, and also send out an unfavorable message to visitors. Therefore, it is essential that facilities managers have the right knowledge and expertise to idealize and manage their premises in an efficient and cost-effective manner.

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Job Description

Develop and implement facility management policies, procedures and systems.
Manage and maintain all facility related contracts, leases and agreements.
Develop and manage maintenance, repair and refurbishment programs for buildings and grounds.
Monitor and inspect buildings, equipment and grounds for safety, compliance and efficiency.
Manage regular facility audits and inspections to ensure that all areas are in compliance with safety regulations.
Oversee building and grounds security including the implementation of access control systems.
Monitor energy usage to ensure that costs remain within budget.
Supervise and coordinate facility staff including janitorial, custodial, maintenance and grounds personnel.
Develop, manage and monitor facility budgets.
Coordinate moves, renovations and new construction projects.
Liaise with vendors to obtain necessary supplies, services and equipment.
Regularly evaluate and analyze current facility operations to identify any areas of improvement.

Skills and Competencies to Have

Leadership skills
Strategic thinking
Financial management
Project management
Facility operations and maintenance
Building codes and safety regulations
Risk management
Contract and vendor management
Change management
Budgeting and forecasting
Communication and interpersonal skills
Technical proficiency
Problem-solving abilities
Organizational skills
Research and analysis

Organizational and communication skills are essential for any successful Facilities Manager. The ability to organize and manage people, projects and resources is key in ensuring the smooth running of any building or facility. Good communication skills are also essential, as they enable the Facilities Manager to build relationships with stakeholders and ensure that any issues are addressed in a timely manner.

A successful Facilities Manager will also have a strong understanding of the local laws and regulations in the area, so that they can be sure any building complies with these rules. problem-solving skills are important for a Facilities Manager, as they are often tasked with resolving any issues that may arise. By having a combination of these skills, the Facilities Manager can successfully maintain a safe and secure environment for those who use the building or facility.

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Frequent Interview Questions

What experience do you have in facilities management?
How do you ensure that the facility is kept in a safe and clean condition?
Describe a time when you had to address a difficult situation in a facility.
What strategies do you use to ensure that all facility procedures are followed?
What is your approach to handling tenant complaints?
How do you stay organized and prioritize tasks?
What strategies do you use to maintain positive relationships with vendors?
How do you handle unexpected facility maintenance issues?
Describe a time when you had to exceed expectations to complete a task.
What methods do you use to ensure that all facility equipment is properly maintained and functioning?

Common Tools in Industry

Digital Calendar. A digital calendar allows managers to easily track, organize, and plan tasks, meetings, and events. (eg: Google Calendar)
Scheduling Software. Scheduling software helps managers assign tasks and manage resources in order to maximize efficiency. (eg: Microsoft Planner)
Facility Management Software. Facility management software helps managers track and maintain all the physical assets of a building. (eg: Archibus)
Maintenance Software. Maintenance software helps managers schedule and track maintenance activities and requests. (eg: UpKeep)
Asset Management Software. Asset management software helps managers track and manage all critical assets in a facility. (eg: eMaint)
Project Management Software. Project management software helps managers create, track, and manage projects from start to finish. (eg: Trello)
Inventory Management Software. Inventory management software helps managers track and manage inventory levels. (eg: Zoho Inventory)
Security Software. Security software helps managers monitor and protect facilities from potential threats. (eg: Guardly)
Building Automation Software. Building automation software helps managers control and automate systems within a facility. (eg: Honeywell WEBs-AX)

Professional Organizations to Know

International Facility Management Association (IFMA)
Building Owners and Managers Association (BOMA)
National Association of College and University Business Officers (NACUBO)
International Association of Venue Managers (IAVM)
American Society for Healthcare Engineering (ASHE)
Association of Physical Plant Administrators (APPA)
Association of Higher Education Facilities Officers (APPA)
Professional Retail Store Maintenance Association (PRSM)
Professional Retail Store Maintenance Association (PRSM)
International Public Management Association for Human Resources (IPMA-HR)

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Common Important Terms

Building Maintenance. The practice of keeping a building in good condition through regular upkeep and repair.
Property Management. The management of real estate and related assets, such as buildings and land.
Facility Planning. The process of planning for the physical needs of a business or organization, including the design, development, and maintenance of its buildings, grounds, and equipment.
Security Management. The practice of protecting people and property from harm through the use of security protocols and technologies.
Risk Management. The practice of assessing and managing the risks associated with an organization's activities.
Energy Management. The practice of planning and implementing strategies to reduce energy consumption and costs.
Budgeting. The process of determining how much money will be allocated to a specific activity or project.
Space Management. The practice of maximizing the use of a building's space to create an efficient and comfortable workplace environment.

Frequently Asked Questions

Q1: What is a Facilities Manager? A1: A Facilities Manager is responsible for overseeing the operations and maintenance of a building or facility. They manage the budget, staff, and operations to ensure that the facility is running smoothly and efficiently. Q2: What are the responsibilities of a Facilities Manager? A2: Facilities Managers are responsible for the safety and upkeep of the building or property, overseeing construction projects, managing staff and contractors, budgeting and forecasting, developing policies and procedures, and responding to emergency situations. Q3: What qualifications do you need to become a Facilities Manager? A3: To become a Facilities Manager, you typically need a bachelor's degree in a related field such as facility management, business administration, engineering, construction management, or architecture. Many employers also require experience in a related field, such as maintenance or construction. Q4: What is the average salary for a Facilities Manager? A4: The average salary for a Facilities Manager is $63,174 per year. Salaries can vary depending on experience, location, and other factors. Q5: What is the job outlook for Facilities Managers? A5: The job outlook for Facilities Managers is positive, with an expected growth of 7% through 2029. This growth is faster than the average for all occupations.