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

Jan 13, 2023 / 5 Minutes Read / By Albert

How to Become

Professional Organizations

FAQ

Links

When a Facilities Service Supervisor is appointed, they are responsible for ensuring the facility runs effectively and efficiently. They are in charge of overseeing maintenance and repair of the facility, ensuring safety and security regulations are met, and managing personnel. As a result, they must possess strong organizational, communication, and problem-solving skills.

they must be able to work with a variety of people from different backgrounds and levels of authority. Having a Facilities Service Supervisor in place will lead to improved operations, better customer service, increased safety and security, and better financial performance.

Steps How to Become

Obtain a high school diploma or equivalent. Many employers require a high school diploma or equivalent for entry-level positions as a facilities service supervisor.
Consider post-secondary education. A degree in business administration, management, or a related field can be beneficial for prospective facilities service supervisors. A degree in engineering can also be helpful.
Obtain relevant experience. A minimum of two to three years of experience in a related field is often required for an entry-level position as a facilities service supervisor. Prospective supervisors should also have knowledge of safety regulations and building codes.
Pursue certification. Obtaining certification through a professional organization such as the International Facility Management Association can be beneficial for facilities service supervisors.
Demonstrate leadership skills. Facilities service supervisors must be able to lead and motivate staff and handle multiple tasks simultaneously.
Pursue continuing education opportunities. Keeping up to date on industry trends and regulations can help facilities service supervisors stay competitive.

The successful selection of a Facilities Service Supervisor is dependent upon many factors. Firstly, the individual must possess the necessary technical skills and knowledge, as well as the appropriate certifications and qualifications. In addition, the Supervisor must demonstrate strong problem-solving skills and be able to work well with a team.

They must also have effective communication skills, be organized and detail-oriented, and be able to handle multiple tasks simultaneously. the Facilities Service Supervisor must have a reliable and dependable track record of success in their profession in order to build trust and confidence among their team and colleagues. When these criteria are met, it can lead to a successful and efficient workplace, which in turn can lead to higher productivity and better customer service.

You may want to check Security Services Supervisor, Field Service Engineer, and Service Coordinator for alternative.

Job Description

Supervise the day-to-day operations of the facilities service department.
Create and implement policies and procedures for the department.
Monitor and maintain the quality of all facilities services and products.
Manage and coordinate the scheduling of service personnel.
Ensure efficient use of supplies, materials, and equipment.
Negotiate contracts with outside vendors for services and supplies.
Monitor and manage budget for the department.
Develop and implement preventive maintenance programs.
Monitor and document maintenance and repair activities.
Respond to customer inquiries and complaints in a timely manner.
Manage and coordinate the installation of new equipment.
Coordinate the relocation of facilities services personnel and equipment.
Ensure compliance with safety regulations and industry standards.
Maintain records of all facilities service activities.
Train and supervise staff in safety and quality control procedures.

Skills and Competencies to Have

Excellent customer service skills
Strong organizational and time management skills
Ability to establish and maintain effective working relationships with customers, staff, vendors, and contractors
Knowledge of safety regulations, codes, and standards
Ability to read and interpret blueprints and technical drawings
Knowledge of building systems and components
Knowledge of building automation systems
Ability to troubleshoot and diagnose complex mechanical or electrical systems
Knowledge of preventative maintenance programs
Knowledge of HVAC systems
Ability to effectively manage multiple projects and tasks simultaneously
Ability to work independently and as part of a team
Strong communication skills, both verbal and written
Ability to lift up to 50 pounds
Knowledge of general construction practices
Knowledge of building codes and local regulations
Proficiency in the use of computers and office software applications

Good communication skills are essential for a Facilities Service Supervisor. They need to be able to effectively communicate with a variety of people, from vendors to customers, to provide the best service possible. When customers have a complaint, a Facilities Service Supervisor must be able to understand their concerns and work quickly to resolve any issues.

They must also be able to explain policies and procedures clearly and concisely to employees, ensuring that everyone is on the same page and following the same standards. Good communication also allows supervisors to collaborate with other departments, such as human resources and operations, to ensure everyone is working together efficiently. By having excellent communication skills, Facilities Service Supervisors can help create a positive work environment, which in turn leads to higher employee morale, increased productivity, and better customer service.

Automotive Service Technician, Service Engineer, and Technical Service Representative are related jobs you may like.

Frequent Interview Questions

What experience do you have in facilities services?
How do you prioritize tasks and manage your time?
How do you handle difficult customer service situations?
Tell us about a project you have implemented related to facilities services.
How do you stay up-to-date with industry trends and innovations?
Describe a successful strategy you have used to manage a team of facilities employees.
What challenges have you faced in a previous position and how did you overcome them?
What strategies have you used to reduce cost while maintaining or improving quality of services?
How do you ensure compliance with safety regulations and environmental laws?
What strategies have you used to successfully build relationships with external vendors?

Common Tools in Industry

Maintenance Scheduler. A tool that helps a facilities service supervisor to plan and schedule maintenance tasks and activities. (e. g. Microsoft Outlook)
Inventory Management Software. A tool that helps a facilities service supervisor to manage and track inventory of equipment and supplies. (e. g. SAP)
Project Management Software. A tool that helps a facilities service supervisor to coordinate and manage multiple projects and tasks. (e. g. Trello)
Facility Management Software. A tool that helps a facilities service supervisor to track and monitor the performance of facilities and equipment. (e. g. ServiceChannel)
Work Order System. A tool that helps a facilities service supervisor to create, track, and manage work orders for maintenance staff. (e. g. Maintenance Connection)
Time & Attendance Software. A tool that helps a facilities service supervisor to track and monitor employee attendance and performance. (e. g. TSheets)
Compliance Tracking Software. A tool that helps a facilities service supervisor to ensure compliance with regulations and standards. (e. g. Compliance 360)
Data Analysis Software. A tool that helps a facilities service supervisor to analyze facility performance data and make informed decisions. (e. g. Tableau)

Professional Organizations to Know

American Society of Professional Estimators
American Society of Heating, Refrigerating and Air-Conditioning Engineers
International Facility Management Association
Building Owners and Managers Association International
National Fire Protection Association
Association of Physical Plant Administrators
International Association of Electrical Inspectors
Association for Facilities Engineering
National Electrical Contractors Association
National Electrical Manufacturers Association

We also have Service Project Manager, Aviation Service Technician, and Service Delivery Lead jobs reports.

Common Important Terms

HVAC. Heating, ventilation and air conditioning refers to the systems used to provide comfortable temperatures, air quality and humidity levels in a building.
Facility Maintenance. The upkeep of a building and its systems to maintain a safe and comfortable environment for occupants. It includes routine inspections, repairs, and replacements of equipment and systems.
Preventative Maintenance. Regular maintenance activities that are performed in order to keep equipment operating at its optimal level and prevent potential problems from occurring.
Building Automation System (BAS). An automated system that is used to control the operation of a building's heating, ventilation and air conditioning (HVAC) system.
Point of Care (POC). Refers to the delivery of medical services at the point of care, meaning that medical services are provided immediately at the patients location.
Fire Safety. Measures taken to ensure that fires are prevented and that people can safely evacuate a building in the event of a fire.
Electrical Systems. The systems that provide electricity to a building or facility. Includes wiring, circuits, transformers and other electrical components.

Frequently Asked Questions

What qualifications are necessary to be a Facilities Service Supervisor?

The minimum qualifications necessary to be a Facilities Service Supervisor include a high school diploma or equivalent, experience in building maintenance and repair, experience in supervising personnel, and strong customer service and communication skills.

What duties is a Facilities Service Supervisor responsible for?

A Facilities Service Supervisor is responsible for the maintenance and repair of buildings, grounds and equipment, developing and implementing preventive maintenance programs, monitoring performance of staff, ensuring safety regulations are followed, and providing excellent customer service.

How many staff does a Facilities Service Supervisor typically oversee?

A Facilities Service Supervisor typically oversees anywhere from 5-20 staff members.

What type of environment does a Facilities Service Supervisor work in?

A Facilities Service Supervisor typically works in a fast-paced environment with a variety of tasks that need to be completed on a daily basis. They must be able to manage a team, prioritize tasks, and handle any customer issues that arise.

What are the typical hours for a Facilities Service Supervisor?

The typical hours for a Facilities Service Supervisor vary depending on the needs of the organization, but are usually 8-hour shifts during normal working hours. Some supervisors may be required to work nights and weekends.