Facility officer responsibilities and job requirements

By Indeed Editorial Team

Published 4 November 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Many organisations have facility officer roles to help them maintain a productive and comfortable environment. These professionals ensure that the environment is safe and that all aspects of an organisation correctly operate so that business can continue effectively and efficiently. If you intend to pursue this career, it can be helpful to understand the skills and typical facility officer responsibilities to help you decide whether it's the right fit for you. In this article, we explain what a facility officer's role is, the potential tasks associated with it and explore the requirements for finding a job in this position.

What is a facility officer?

A facility officer, or facility manager, oversees and maintains a company's estate or operational area. They take care of the buildings and grounds to maintain them regularly, including specific departments, parking areas and specialised equipment. They may also supervise the staff at the facility or coordinate any third-party service providers that the organisation might use to maintain the property.

Related: How much does a facility manager make and what do they do?

What do facility officer responsibilities potentially involve?

Facility officer responsibilities can vary. Here are some of the potential tasks you could expect from the role:

General maintenance

A facility officer's primary role is to look after the building and grounds of an organisation's property. This includes ensuring the general upkeep of its facilities and equipment. Facility officers coordinate and log work orders and sometimes assist with maintenance work. They often recruit third-party professionals or manage a team that completes repairs and regular maintenance, such as landscaping, cleaning and painting.

Related: What does a building manager do? (And how to become one)

Health and safety

A facility officer's job is to ensure that the building and surrounding areas are safe for the organisation's staff. Facility officers ensure that the buildings meet all necessary health and safety standards. They're also responsible for ensuring that all assets consistently meet building regulations. In addition, they regularly inspect the facility's grounds to know when an area needs any attention.

Related: What is maintenance management and why is it important?

Finance management

Facility officers also have a financial responsibility as part of their role. They may manage a monthly or annual budget for the maintenance team and the various tasks they complete. The officer handles all bookings and payments for third-party services and is responsible for ensuring the maintenance team completes work cost-effectively.

Read more: How to manage a budget: techniques and a step-by-step guide

Staff management

Facility officers are usually responsible for managing the organisation's maintenance staff. They often oversee the recruitment and training of new employees. They also coordinate, instruct and oversee third-party services to ensure they do their jobs correctly.

Related: What does a maintenance worker do? (With duties and skills)

Facility officer job requirements

Here are some of the requirements of a facility officer's role:

Education

Some companies may recruit facility officers with a GCSE-level education. Training further if you wish to progress to a senior position can help increase your chances of employment. For example, you could study for a bachelor's degree in a relevant field or complete a facilities management course. These courses teach useful skills, such as basic maintenance and repair, plumbing, sustainability, security systems and project management.

More advanced degrees include a master's degree in science, technology or facilities management to improve your salary prospects. Such certifications teach telecommunications and engineering principles.

Work experience

While it's possible to find work as a facility officer with secondary school certifications, many businesses look for applicants with experience in building or construction at a senior level. This helps deepen your understanding of the fundamentals of a building's structure and how facilities work, including the plumbing, cooling and heating systems. It can also teach you budgeting, people management and standard health and safety procedures.

Related: How to become a maintenance manager (Requirements explained)

Training

Employers generally require minimal experience for an entry-level facility officer position. Many businesses offer a tour of the grounds and the buildings and a brief introduction to how the company operates but extensive work experience isn't always necessary. There are many ways you can prepare yourself for the role, including studying for your degree, finding work experience and volunteering.

Related: How to become a maintenance engineer (Including duties)

Certifications

Businesses recruiting senior facility managers may require you to be a member of the British Institute of Facilities Management. There are also many other certifications you can pursue to deepen your skill set and prepare for the role. Having a facility management certification helps to strengthen your CV, increasing your chances of an interview.

Related: What does a director of facilities do? (Duties and skills)

What key skills does a facility officer require?

As facility officers' responsibilities vary, developing a range of skills can help you excel in this role. Some skills to consider enhancing include:

  • Communication and interpersonal skills: Facility officers are in constant communication with many employees and service providers throughout the day, so ensure you feel comfortable communicating both verbally and via email.

  • Budgeting: Facility officers are responsible for looking after the budget for property maintenance.

  • Attention to detail: A facility officer's main responsibility is to identify and solve problems before they become much bigger concerns that could affect the day-to-day operation of the business.

  • Problem solving: A facility officer frequently assesses challenges and decides on the best solution, including whether to repair or completely replace equipment or fittings.

  • Time management: To manage a working facility, officers have a schedule to keep to ensure that the team performs all tasks promptly.

Tips for getting a job as a facility officer

Here are some tips to help you prepare your CV for a job in facility management:

1. Gain leadership skills

As a facility officer is responsible for maintaining a property and its maintenance staff, ensure you develop the skills to lead a team. You can gain leadership experience in another job or volunteer so you can put these skills to use. Great leaders are effective communicators, empathetic, creative, strategic thinkers and excellent at resolving conflict.

Related: What is asset management? The components and how it works

2. Obtain maintenance skills

Gain as much experience in maintenance as possible, as these skills can help you reduce the number of maintenance work orders and the potential for outsourcing maintenance requests. For example, you could upskill by volunteering in the building or construction industry. You could also work in related industries where you can gain transferable skills, such as risk management, operations, strategy or technology management.

Related: How to become a facility coordinator in 5 simple steps

3. Prepare your CV

Even if you have the education and work experience for a role in facility management, having an effective CV can give you an advantage over other candidates. Take your time tailoring your CV to each position, highlighting areas of expertise to match the job description for the role for which you're applying. Showcase your leadership skills and experience with building maintenance or ground keeping. If you have industry certifications, these can help strengthen your CV.

Example of a facility officer's job description

Here's an example of a typical facility officer's job description:

We are looking for a dedicated and determined facility officer to assist the Senior Manager Building Services for our operation's facility in London. Your role is to guarantee the most efficient use of equipment and maintain a safe working environment for our staff, overseeing the construction, maintenance and repairs of new buildings and issuing work orders to tradespeople while staying within budget. Typical facility officer responsibilities include supervising the maintenance staff, cleaning crews and parking attendants, overseeing the construction of new buildings and ensuring the facility meets health and safety standards at all times.

The role also requires a data-driven mindset with skills in logging, analysing and tracking maintenance requests, matching work orders to invoices and sending invoices out for payment. We are looking for applicants with in-depth experience working in maintenance management, repair scheduling and equipment inspections and diagnosis. The successful candidate is a critical thinker, problem solver and efficient team leader.

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.

Disclaimer: The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

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