What is a facility manager



A facility manager is a person or individual responsible for the day-to-day operations of a facility. Facility managers coordinate the use of space and personnel, as well as various services such as security, energy, telecommunications, maintenance, and other activities. They must have the ability to respond quickly to operational issues, ensure compliance with all applicable laws and regulations, and strive to improve service quality delivery.

In this article, we will discuss the crucial roles and responsibilities of a facility manager:

Definition of a facility manager

A facility manager is a professional responsible for the coordination and oversight of the day-to-day operations of buildings, venues, and other facilities. They manage projects and personnel; guarantee safety compliance; coordinate maintenance activities; keep financial records; track inventory; control budgets and many other tasks related to the operation of their facility.

Facility managers may work in any type of organization or industry where buildings need to be managed, from hospitals and hotels to corporate offices or entertainment complexes. Their duties range from simple maintenance to strategic long-term planning. It is important for a facility manager to have an understanding of various building systems, including electrical networks, heating/cooling systems, security systems, elevators or escalators, plumbing networks, waste disposal systems and lighting equipment. In addition to technical understanding, they must also have knowledge of project management principles in order to efficiently plan renovations or expansions.

Strong interpersonal skills are also a valuable asset since they will often be responsible for coordinating with suppliers as well as directing a staff team in order to ensure that their facility runs smoothly on a day-to-day basis. Good organizational skills are essential since they will be managing multiple projects at once while still keeping up with their daily duties. Facility managers should be knowledgeable in relevant health & safety regulations & procedures as well as able to adhere adequately with industry standards & codes of practice when carrying out repairs or services onsite.

Responsibilities of a Facility Manager

Facility managers have a wide range of responsibilities, from overseeing the operations of the facility to keeping up with maintenance and repairs. They are responsible for ensuring the safety and security of the facility and its occupants. Additionally, a facility manager is tasked with ensuring the facility meets all legal and regulatory requirements, as well as managing all aspects of the indoor environment.

Let’s take a look at some other responsibilities of a facility manager:

Maintenance and repair of facilities

Facility managers are responsible for maintenance and repair of facilities, including buildings, grounds and equipment. This includes identifying potential maintenance needs, overseeing regular inspections for issues such as plumbing problems and worn parts, and ensuring that safety regulations are followed. Facility managers also coordinate repairs with outside contractors to ensure that the job is done correctly and on time.

Depending on the size of a facility, a facility manager may manage preventive maintenance plans or hire additional people to handle larger tasks. In addition, facility managers must ensure that equipment is properly maintained in order to protect occupants from harm or hazardous conditions such as fire or water damage.

Supervision of staff

A facility manager is responsible for making sure that their staff members fulfill all duties assigned to them and for providing them with clear instructions and guidance on how to complete those tasks. They must be able to evaluate employee performance and identify areas of improvement, as well as recognizing accomplishments.

Additionally, the facility manager should be an advocate for their staff members, helping ensure that they are provided with a safe and comfortable work environment. By encouraging an atmosphere of respect and cooperation, the facility manager can ensure that all staff members understand their goals and expectations while contributing to organization-wide growth through effective management.

Budgeting and financial management

Budgeting and financial management is an important responsibility of a facility manager. They must ensure that the allocated budget is being used efficiently to meet all operation costs of the facility which includes repairs and maintenance, human resources wages, supplies etc.

Facility managers need to maintain accurate records of spending, generate the monthly invoices and create long-term planning for investing back into the facilities operations sustainability. They need to ensure that money is being used effectively to balance costs while maintaining quality standards.

It would also be necessary for a facility manager to have a good understanding of taxation laws and strategies to minimize taxes when managing financials. In addition, they need to handle negotiations with suppliers or contractors on specified terms when dealing with services or materials needed for operations.

Qualifications and Skills Required

Facility managers are responsible for the day-to-day management of a building or facility. To be successful in this career, facility managers must have a combination of technical, managerial and planning skills. It is important for facility managers to have a working knowledge of applicable building codes, standards, regulations and laws. They should also have excellent communication and interpersonal skills.

Let’s take a look at the qualifications and skills required to be a facility manager:

Technical and engineering skills

Facility managers must have a solid technical and engineering background to safely, effectively and efficiently maintain the facility. Knowledge of mechanical, electrical, plumbing and HVAC systems is critical as part of the technical skills necessary for this role.

As a facility manager, it is important to be knowledgeable of current codes and regulations pertaining to every aspect of maintaining a building. It is also important to stay apprised of new technologies available in these areas as they evolve over time.

An understanding of carpentry, welding, painting and plaster skills can also be beneficial in having an efficient maintenance organized team. Being able to troubleshoot issues quickly can help prevent costly downtime in repairs or service calls. Facility managers should also have knowledge about safety protocols for hazardous materials being used throughout the building such as electrical wiring or gas pipelines; in order to maintain the highest level of safety for occupants and staff at all times.

Leadership and communication skills

Leadership and communication skills are absolutely essential for managing a facility. As a manager, you should be able to inspire employees to reach their potential and work as a team. This involves being able to motivate employees, give clear instructions, set goals, provide feedback, and recognize outstanding performance.

It is also important that the facility manager has strong interpersonal skills in order to efficiently and effectively interact with staff members at all levels of the organization. The facility manager should also be comfortable dealing with customer complaints and requests in a timely manner. Additionally, possessing problem-solving and conflict resolution abilities are essential in the role of a facilities manager.

Additionally, a facility manager needs to possess basic computer skills in order to be proficient with scheduling systems, software applications used for payroll or preparing budget reports or documents (e.g., Microsoft Excel). Moreover, proficiency with other computer systems such as building management systems (BMS) may also be required for managing costs related to energy use in the building or for signing off on work completed by contractors/consultants working on maintenance tasks/projects within the facility.

Problem-solving and organizational skills

Problem-solving and organizational skills are essential for facility managers. Because facilities vary in size, complexity and purpose, they require managers who can think on their feet and make decisions quickly. Facility managers must be able to analyze situations and determine the best course of action. This type of attitude allows them to quickly resolve problems before they cause a disruption to their facilities’ operations.

Facility managers must also have well-developed organizational skills as well. They manage various employees and teams, so it is important that these team members are working effectively and efficiently towards achieving the facility’s goals. To do this, facility managers must be organized in order to prioritize tasks, set expectations for different departments, assign deadlines and create strategies for success. Good organizational skills also help facility managers utilize time management strategies so that projects stay on track and costs are minimized.

Career Paths for Facility Managers

Facility Managers play an important role in the daily operation of an organisation or business. They manage the personnel and resources of a facility, ensuring that maintenance and operations are running smoothly and efficiently. With extensive experience in the technical, organisational, and operational aspects of facility management, facility managers have a wide range of career paths to choose from.

Let’s take a look at some of the career paths facility managers can pursue:

Entry-level positions

Entry-level positions for facility managers involve guidance, security, and operations. Facility management professionals typically position themselves at the forefront of these activities and ensure order within the given area. This can include unlocking doors, setting security perimeters, monitoring access to sensitive areas, and coordinating with various departments to ensure competence in facility management.

An entry-level facility manager must possess an extensive knowledge of building systems, procedures, regulations, and various other code requirements pertaining to facilities. In addition to standard requirements such as a high school diploma or equivalent, many employers will require a certification in facility management or business system administration to meet entry-level qualifications. These certifications can help an individual understand specialty codes and skills which are used by successful facility managers in their roles.

Furthermore, entry-level positions often require organization skills as well as basic understanding of computers technical systems. Facility managers typically have access to delicate information networks that store confidential data from customers and personnel records so it’s essential that job applicants understand basic protocols for information security. Additionally, familiarity with scheduling software is necessary for proper administration of personnel at the company or organization a person may be employed with.

Skills required for entry-level facility managers include:

  • Extensive knowledge of building systems, procedures, regulations, and various other code requirements.
  • Certification in facility management or business system administration.
  • Organization skills.
  • Basic understanding of computers technical systems.
  • Basic protocols for information security.
  • Familiarity with scheduling software.

Advanced positions

An entry-level job generally requires no prior experience and may include tasks such as maintenance and janitorial work. Experienced facility managers can advance their career to higher levels in the profession by taking on additional responsibility, obtaining professional certification, or even furthering their degree.

Advanced positions may include:

  • Managing entire buildings from an administrative standpoint
  • Acting as an advisor to senior staff
  • Having supervisory duties
  • Having greater decision-making power
  • Having budgetary authority

In these roles, facility managers execute long-term plans for constructing new facilities or renovating existing ones. They also must ensure that all safety protocols are followed and that buildings meet legal and regulatory codes.

In order to reach advanced positions within the field of facilities management, a combination of education, experience and professional certification is usually required. Additionally, many employers prefer to hire candidates with an understanding of industry best practices and knowledge of building management software solutions such as computer-aided maintenance management (CAM), customer relationship management (CRM) systems and project management software programs.


Facility managers come from a variety of backgrounds, including engineering, architecture, construction, and business. As their careers progress, many choose to specialize in one area or the other according to their strengths and interests. Depending on a facility manager’s education, experience, training and skill set there are several career paths that can be followed in this field:


  • Building Automation System Technologists–specialists who manage and maintain apparatus used for controlling building systems such as HVAC or lighting.
  • Custodians–managers responsible for keeping public spaces clean and well maintained.
  • Environmental Engineers–managers who are responsible for monitoring the environmental impact of a facility’s operations and ensuring compliance with applicable laws.
  • Energy Managers–professionals who design efficient energy systems in order to minimize the operating expenses associated with running a facility.
  • Event Coordinators –professionals who manage all aspects of conducting large events held within a facility such as corporate conferences or weddings.
  • Fire Protection Specialists–specialists responsible for designing plans to protect against potential fire hazards within a facility as well as ensuring that all safety precautions (such as sprinkler systems) are properly maintained.
  • Operations Managers–managers in charge of overseeing all operational tasks associated with running the day-to-day activities within a facility such as budgeting and scheduling staff.


In conclusion, a facility manager is a professional who is responsible for the operations and maintenance of a commercial or industrial facility. The duties may vary depending on the type of facility and their employer’s needs, but can include:

  • Managing staff
  • Supervising building repairs and maintenance
  • Creating budgets and implementing energy efficiency programs
  • Anticipating problems before they occur
  • Seeking solutions to maintain the facility’s safety and comfort standards
  • Understanding environmental regulations and insurance requirements
  • Participating in procurement processes
  • Collaborating with contractors and architects as needed to repair or upgrade the facility
  • Coordinating with vendors to purchase supplies
  • Maintaining accurate records of all costs associated with operating the facility
  • Ensuring meeting governmental safety regulations applicable to the facility

In addition to having excellent leadership skills and communication abilities, their work requires both technical expertise as well as sound decision-making capabilities. Facility managers provide businesses with critical operational support that helps ensure productivity levels remain high at all times.