Facilities Manager: What They Do and Why They Matter
What is a Facilities Manager?
A facilities manager usually runs an individual property or location in the broader community. They are professionals in charge of the overall functionality, maintenance, safety, and security of a building, such as an office, school, apartment complex, or warehouse. They are the first person to go to when something breaks down or needs fixing. They oversee landscaping, HVAC, water, electricity, and general maintenance. They must also ensure that the trash is taken out and the facility is tidy.
Facilities Manager Industries
A facilities manager may work for a company or facility management agency that services other businesses, property management companies, construction companies, or schools, colleges, and universities.
Qualifications of a Facilities Manager
Facilities managers use soft skills and industry knowledge to maintain their commercial properties. They typically have advanced mechanical skills and knowledge of plumbing, HVAC, and other building systems and are generally proficient with repair tools and techniques. They also possess excellent communication and interpersonal skills to speak to employees, guests, vendors, and team members. In addition, they must have time management, organization, and prioritization abilities, a keen sense of detail, efficient problem-solving skills, and the ability to lift heavy equipment and be comfortable standing or walking for extended periods.
What Does a Facilities Manager Do?
1. Maintenance and Repair of Facilities.
A facilities manager can identify signs of wear and tear, equipment malfunctions, or potential issues that could escalate, allowing them to take proactive steps, such as scheduling preventive maintenance and repairs. Since facilities managers possess technical knowledge, they can understand all assets' functioning, operation, and maintenance requirements across the building or facility and identify and troubleshoot issues, including equipment failures or malfunctions. They can also evaluate the feasibility and benefits of adopting new systems or equipment and know the necessary regulations and safety codes.
Facilities managers reduce reactive maintenance and anticipate and address maintenance and repair needs across the building and equipment for timely maintenance, repairs, and replacements. They maximize equipment lifespan, minimize downtime, and avoid unexpected breakdowns. In addition, they optimize resources, streamline processes, reduce waste, and improve operational efficiency.
2. Manage Vendors and Contractors
Facilities managers are concerned with people, operations, and processes. They often communicate complex information or updates to stakeholders who need a technical background. The facilities manager communicates with clients, tenants, vendors, contractors, and other internal stakeholders.
3. Space Planning and Utilization
Space management is the process of planning, designing, and controlling the use of space in a building to optimize workplace efficiency. In facilities, space management is all about making intelligent decisions with the space you have and embracing change. The idea behind effective space management is to make space work for you by strategically examining it.
Implementing workspace management gives managers a clear picture of the space used to store equipment, materials, or other official items. It also provides details on what is stored in every location.
Overall, it makes the job of the facility manager easier when dealing with the audit process, as a record is maintained, ensuring that everything is maintained effectively.
4. Ensure Compliance with Regulations and Safety Standards
By taking a proactive approach, facilities managers can avoid potential issues, maximize the facility's performance, and contribute to the organization's overall success.
The following are some of the best practices of facilities management:
Implementing and enforcing compliance protocols.
Collaborating with legal and compliance teams.
Training staff on regulatory requirements.
Auditing and monitoring compliance performance.
Managing and mitigating compliance risks.
Reporting and documenting compliance activities.
Leveraging technology for compliance management.
5. Budgeting and Financial Management
Unexpected issues and challenges will arise in building or facility management and upkeep. A facilities manager will consider various constraints, such as budgetary limitations, time constraints, and the availability of personnel or equipment. Facilities managers can allocate resources effectively by evaluating different solutions and their potential impact, ensuring the most efficient and cost-effective approach.
Facilities managers can also identify discrepancies, overcharges, or unnecessary expenses by carefully reviewing invoices, quotes, and contracts. They can negotiate favorable terms with vendors and contractors and ensure the best value for the organization's budget.
6. Supporting the Organization's Goals and Objectives
Facilities managers operate in dynamic environments, so adaptability is necessary to accommodate evolving needs, such as changes in occupancy, fluctuating space requirements, or shifts in organizational priorities, which ensures the facility meets the organization's growing demands.
Facilities Managers Create Solutions
Facilities management goals help ensure that all occupants and functions meet the facility's needs that align with the organization's overall mission. For example, facilities managers can utilize sustainable and energy-efficient practices if an association is looking for a way to reduce costs and help the environment. These clean initiatives have promising benefits, such as improved indoor air quality by reducing air infiltration, which reduces the load on HVAC systems and extends their lifespan. Overall, it can increase property value and marketability and decrease operating costs.
So Why Hire a Facilities Manager?
An effective facility manager ensures that buildings are secure, welcoming, comfortable, environmentally friendly, and efficient, making them an invaluable asset to your team. But finding the right fit for your organization can be difficult. Below are several top traits of a good facilities manager or FM team and why this role is crucial to organizational success.
1. Planning Skills --Proactive and strategic planning skills ensure cost-effectiveness, long-term sustainability, efficient asset management, risk mitigation, and improved operational efficiency.
2. Communication Skills--Effective communication ensures that building owners and other stakeholders are informed and aligned.
3. Attention to Detail --Managing work orders and proactively overseeing the maintenance and repair of the building or facility.
4. Sharp and Tactful--A facilities manager must quickly identify problems, assess the situation, and devise effective solutions.
5. Technical Knowledge--They must Possess technical systems and equipment knowledge to manage the building or facility and stay educated on new technologies to reduce costs for your organization.
6. Adaptability--Adaptability is necessary to accommodate evolving needs, such as changes in occupancy, fluctuating space requirements, or shifts in organizational priorities.
Real-World Example of a Facility Manager
Facilities management goals help ensure that all occupants and functions meet the facility's needs that align with the organization's overall mission. For example, facilities managers can utilize sustainable and energy-efficient practices if an association wants to reduce costs and help the environment. These clean initiatives have promising benefits, such as improved indoor air quality by reducing air infiltration, which reduces the load on HVAC systems and extends their lifespan. Overall, it can increase property value and marketability and decrease operating costs.
Benefits of Hiring a Facility Manager
Facilities management's primary objective is to keep buildings safe, efficient, and adaptable. When well executed, facilities management adds value to any HOA by improving efficiency and productivity, enhancing employee satisfaction and well-being, ensuring compliance and reducing risk, and contributing to the organization's overall success.
Facilities managers decreases the need for expensive emergency repairs, and when they applyregular maintenance, it increases the longevity of real estate assets. Facilities management also enforces health and safety policies while decreasing workplace hazards. Keeping the grounds in line includes dealing with on-site crises, monitoring operations, and conducting thorough inspections of facilities to ensure that everything is in working order. Above all, facilities must provide employees with a productive workplace. A welcoming, accommodating, comfortable, and appreciated workplace leads to higher productivity and bottom-line growth.
Future Trends for Facilities Managers
In 2024, expect to see more cross-functional collaboration between facilities management teams and the rest of the business to improve workplace experience. Continuously monitoring workplace data is another way facilities managers can decarbonize workplace processes every day-- for example, by closing off consistently underused floors in a building and cutting off AC and lighting. Lastly, organizations will use facilities managers to guide employees towards decisions that give them the best possible workplace experience while reducing emissions.
Contact Us
