Facility Manager Job Description: Top Duties and Qualifications

A Facility Manager, sometimes called a Facilities Manager oversees the operation and maintenance of buildings and their services. Their duties include budgeting, sourcing contractors and suppliers and performing strategic planning.

 

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Facility Manager duties and responsibilities

Facility Managers perform several managerial tasks to make sure buildings are safe and efficient. Their duties vary depending on the building or buildings they’re overseeing, but usually include:

  • Inspecting a building and its operations to determine vital services, repairs and maintenance
  • Discussing any required work with residents and stakeholders
  • Managing building and system emergencies as they arise
  • Sourcing contractors and suppliers for repairs, maintenance, cleaning, renovations, waste disposal, security and IT systems
  • Managing budgets and accounts, including areas for cost savings
  • Developing building plans outlining strategies for improving efficiency and reducing costs and forecasting the facility’s future needs
  • Writing maintenance reports
  • Ensuring compliance with all safety and security protocols

 

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Facility Manager Job Description Examples:

 

Example 1

Summary We are currently looking to recruit a Senior Facilities Manager on a permanent basis, based out of Swansea with occasional travel to Weymouth Job description The Senior Facilities Manager will be responsible for the delivery of a TFM contract, ensuring that your teams and our supply partners deliver a safe, compliant service on time and to budget, while maintaining excellent working relationships with the Client Key responsibilities
  • Manage your team effectively at all times to ensure high levels of individual and collective performance delivering the contractual KPI’s as a minimum.
  • Ensure effective and timely delivery of supplier services to agreed timescales, service requirement, scope and quality
  • Provide monthly building checks and compliance audits
  • Manage and deliver contracted services in accordance with agreed processes and service level agreements to ensure customer expectations are met or exceeded
  • Track and control supplier costs and provide clear and timely reporting of variances
  • Establish and maintain excellent working relationships based on open and honest communication with client representatives to ensure confidence in our business and to present a credible and professional image Professional and personal
  • Professional qualification and appropriate professional body membership
  • Requires specialist knowledge and high degree of initiative, creativity with a wide scope for discretion
  • Preferably a technical, Mechanical, Electrical or related qualification
  • IOSH Managing Safely
  • Nebosh (preferred)
  • Experience delivering both Hard and Soft Services
  • Experience managing diverse teams over a mixed portfolio of locations

    • Example 2

    Reference number 123022 Salary £38,654 Grade Senior Executive Officer Contract type Permanent Business area DVLA - Human Resources and Estates Directorate Type of role Estates Governance Human Resources Working pattern Flexible working, Full-time, Job share, Part-time Number of posts 3 Location Swansea About the job Summary We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce. We pride ourselves on the positive impact diversity has and promote inclusivity and equality of opportunity for all. Senior Facilities Management Governance and Project Manager Salary: £38,654 Location: Swansea Are you passionate about leading projects? Do you love to work autonomously, pioneering in your approach? Are you someone who enjoys working collaboratively with different business areas? If so, we would love to hear from you! We are currently recruiting for Senior Facilities Management Governance and Project Managers to join our HR and Estates directorate. This role provides an exciting opportunity to lead the way in the unprecedented situation of managing the exit of the PFI contract. You will work with numerous stakeholders across the Agency as well as externally, providing the opportunity to gain experience in a wide range of areas such as projects, Facilities Management (FM), business and contract analysis. You will be close to the decision making and will contribute to setting the direction of future work. Job description As Senior FM Governance and Project manager you will be responsible for leading one or more of the projects within the FM Futures Programme to ensure that all activities to successfully exit from the current PFI contract is managed and delivered effectively. You will also provide ongoing support to the business as usual teams to ensure that the contract is being handled appropriately and effectively, acting as a key interface between the commercial function and the operational teams and supporting the estates team in developing and implementing future strategy. Responsibilities Key accountabilities of the role include:
  • To undertake a project management role within the FM Futures Programme which will include: - Risk management - Developing and monitoring project plans - Supervising progress, resolving issues and initiating correct actions - Ensuring dependencies are actively managed
  • Leading the development and drafting of business cases with the support of the FM Futures team and other subject matter specialists as part of the Agency change and approval processes
  • Reviewing contract liabilities, identifying anomalies and acting as the interface between the operational and the commercial teams, undertaking the translation of operational impacts into commercial and contractual outputs
  • Establish and maintain effective working relationships with all key stakeholders, including suppliers
  • Ensuring that all contractual documentation required to effectively lead the FM Futures projects are completed to ensure the transition between contracts is completed efficiently. For a full list of please refer to the Role Profile. About You We are looking for an applicant who holds project management experience or experience supporting and delivering through a project, as a comprehensive understanding of projects is key to this role. You will be organised and thrive leading a varied and challenging workload, welcoming autonomy to your role. You will also be a skilled communicator and negotiator who is focused, with attention to detail and meeting deadlines. In addition, you will need to have good communication and influencing skills to get people on board to deliver on time. Additional Skills & Experiences
  • A positive attitude in all situations with a strong work ethic and good judgement to overcome obstacles.
  • Analytical skills - able to get to the root cause of a problem and identify appropriate actions.
  • Adaptable and effective at handling a varied and evolving workload.
  • Strong collaboration, stakeholder and relationship management skills. Behaviours We'll assess you against these behaviours during the selection process: Working Together Managing a Quality Service Delivering at Pace Communicating and Influencing Benefits Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits. We offer generous annual leave, attractive pension options, flexible working, inclusive working environments and much more to support a healthy work/life balance. If you would like to read more about the great opportunities and benefits of working at DVLA visit our Careers website.

    • What does a Facility Manager do?

    A Facility Manager makes sure offices, flats or other buildings operate successfully. They monitor the building’s condition and identify when they need repairs or maintenance. When these buildings require repairs or maintenance, they find contractors and negotiate the best rates. They manage building budgets and accounts and note opportunities for saving money, for example, by adopting energy efficiency measures. They also oversee refurbishments, renovations and relocations. The work Facility Managers do helps buildings operate efficiently and according to legal health and safety standards. They help their employers save money while feeling confident their buildings are serving the residents.

     

    Facility Manager skills and qualifications

    Facility Managers use hard and soft skills to manage buildings and systems and liaise with occupants, contractors and suppliers. A successful Facility Manager candidate will have various perquisite skills and qualifications that typically include: 

    • Verbal and written communication, including active listening, for determining and discussing building needs and communicating these to contractors, suppliers and the occupants
    • Mathematics and accounting to meet budgets and identify cost-saving measures
    • Customer service for occupant and stakeholder satisfaction
    • Analytical thinking and problem-solving
    • Business management, including scheduling, strategic planning and administration
    • Understanding of current building, health and safety regulations
    • Computer literacy and confidence using Microsoft Office, accounting and electronic management programs

     

    Facility Manager experience requirements

    Facility Managers often get practical experience working as a Building Caretaker or Assistant Facility Manager. Both these roles teach aspiring Facility Managers about the tasks that keep buildings operating safely and efficiently. Experience working in building services engineering, health and safety or surveying is also valuable. Some companies even hire Facility Managers without this experience if they have a strong educational background. Higher apprenticeships in facilities management include work placement programs which also provide practical experience.

     

    Facility Manager education and training requirements

    Most Facility Managers complete a degree or apprenticeship program. After completing A-levels, graduates interested in these roles usually complete a foundation degree or standard degree in facilities management or building services. Alternatively, after completing four or five GSCEs, some complete an advanced apprenticeship as a Facilities Supervisor or a higher apprenticeship as a Facilities Manager. Some organisations may hire people without a degree or apprenticeship, if they have a Level 3 Diploma in Facilities Management or similar. While it’s not essential, health and safety training qualifications can make candidates more desirable.

     

    Facility Manager salary expectations

    According to Indeed Salaries, the average salary for a Facility Manager in the UK is £38,070 per year. Salaries may vary depending on experience, education, location and employer.

     

    Job description samples for similar positions

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    Facility Manager job description FAQs

     

    What is the difference between a Facility Manager and a Maintenance Manager?

    Facility Managers and Maintenance Managers both oversee buildings, but Facility Managers have more responsibilities. Maintenance Managers are only concerned with a building’s maintenance and repairs. Facility Managers oversee maintenance in addition to monitoring running costs, ensuring energy efficiency, solving cleaning, managing waste management and plumbing issues and maintaining security and IT systems. Maintenance Managers often work for Facility Managers.

     

    What qualities do successful Facilities Managers have?

    Facilities Managers are organised people capable of multi-tasking and working to deadlines. They are forward thinkers who consider how they can improve processes, cut budgets and create better outcomes for their employers. They are also empathetic people who can understand the needs of people using the building. Their friendly personalities help them get along with contractors, suppliers, residents and stakeholders. They are flexible people who can adapt to changing circumstances, including unexpected repairs or emergencies.

     

    What should you look for in a Facility Manager CV?

    Look for candidates with a degree in facilities or building services management or several years of work experience. Members of the Institute of Workplace and Facilities Management are highly desirable, as all members have passed an assessment. These members often participate in training and industry opportunities that make them strong candidates.

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