Facilities manager

Facilities managers perform strategic planning as well as routine operational planning related to buildings’ administration and maintenance. They control and manage health and safety procedures, supervise the work of contractors, plan and handle buildings maintenance operations, fire safety and security issues, oversee buildings’ cleaning activities, utilities infrastructure and are in charge of space management.

The following job titles also refer to facilities manager:

facility maintenance technician
building cleaning and maintenance manager
facilities superintendent
building maintenance manager
facilities administrator
facilities coordinator
facilities maintenance manager

Bachelor’s degree is generally required to work as facilities manager. However, this requirement may differ in some countries.

ISCO skill level is defined as a function of the complexity and range of tasks and duties to be performed in an occupation. It is measured on a scale from 1 to 4, with 1 the lowest level and 4 the highest, by considering:

• the nature of the work performed in an occupation in relation to the characteristic tasks and duties
• the level of formal education required for competent performance of the tasks and duties involved and
• the amount of informal on-the-job training and/or previous experience in a related occupation required for competent performance of these tasks and duties.

Facilities manager is a Skill level 4 occupation.

These occupations, although different, require a lot of knowledge and skills similar to facilities manager.

manufacturing facility manager
security manager
project manager
programme manager
energy manager

These occupations require some skills and knowledge of facilities manager. They also require other skills and knowledge, but at a higher ISCO skill level, meaning these occupations are accessible from a position of facilities manager with a significant experience and/or extensive training.

This knowledge should be acquired through learning to fulfill the role of facilities manager.

Facilities management in the organisation: The principles and methods of facilities management as applied to individual organisations, best practice techniques, management implications of outsourced and in-house services, main types of contractual relationships in facility management and innovation procedures.
Fire safety regulations: The legal rules to be applied for fire safety and fire prevention in a facility.
Electrical power safety regulations: The compliance with safety measures which need to be taken during the installation, operation, and maintenance of constructions and equipment which function in the generation, transmission, and distribution of electrical power, such as the appropriate safety gear, equipment handling procedures, and preventive actions.
Corporate social responsibility: The handling or managing of business processes in a responsible and ethical manner considering the economic responsibility towards shareholders as equally important as the responsibility towards environmental and social stakeholders.

These skills are necessary for the role of facilities manager.

Manage supplies: Monitor and control the flow of supplies that includes the purchase, storage and movement of the required quality of raw materials, and also work-in-progress inventory. Manage supply chain activities and synchronise supply with demand of production and customer.
Perform risk analysis: Identify and assess factors that may jeopardise the success of a project or threaten the organisation’s functioning. Implement procedures to avoid or minimise their impact.
Manage budgets: Plan, monitor and report on the budget.
Maintain relationship with customers: Build a lasting and meaningful relationship with customers in order to ensure satisfaction and fidelity by providing accurate and friendly advice and support, by delivering quality products and services and by supplying after-sales information and service.
Handle customer complaints: Administer complaints and negative feedback from customers in order to address concerns and where applicable provide a quick service recovery.
Strive for company growth: Develop strategies and plans aiming at achieving a sustained company growth, be the company self-owned or somebody else’s. Strive with actions to increase revenues and positive cash flows.
Manage staff: Manage employees and subordinates, working in a team or individually, to maximise their performance and contribution. Schedule their work and activities, give instructions, motivate and direct the workers to meet the company objectives. Monitor and measure how an employee undertakes their responsibilities and how well these activities are executed. Identify areas for improvement and make suggestions to achieve this. Lead a group of people to help them achieve goals and maintain an effective working relationship among staff.
Ensure compliance with noise standards: Make sure that buildings, roads, air traffic, and events comply with local, national or international noise standards and regulations in order to minimise nuisance for the neighbouring residents.
Oversee the facilities services budget: Handle and control the expenditures and revenues from delivering the facilities management services and make sure the work is done within the foreseen budget.
Establish daily priorities: Establish daily priorities for staff personnel. Effectively deal with multi-task workload.

Ensure equipment availability: Ensure that the necessary equipment is provided, ready and available for use before start of procedures.
Plan facilities management policies: Create facilities management procedures in line with organisation’s strategy, identify appropriate resources and set up key responsibilities and mitigate risks in delivering facilities management objectives.
Maintain customer service: Keep the highest possible customer service and make sure that the customer service is at all times performed in a professional way. Help customers or participants feel at ease and support special requirements.
Carry out energy management of facilities: Contribute to develop effective strategies for energy management and making sure that these are sustainable for buildings. Review buildings and facilities to identify where improvements can be made in energy efficiency.
Inspect building systems: Inspect buildings and building systems such as plumbing or electrical systems to confirm compliance with regulations and requirements.
Manage space utilisation: Oversee the design and development of a plan for space and facility allocation that is based on user’s needs and priorities.
Supervise daily information operations: Direct daily operations of different units. Coordinate program/project activities to assure the respect of costs and time.
Manage logistics: Create logistic framework for transporting goods to customers and for receiving returns, execute and follow up the logistics processes and guidelines.
Inspect contracts for related grounds maintenance work: Monitor and revise the contract services for activities such as pest control, snow or waste removal and oversee the work of contractors providing such services.
Supervise work: Direct and supervise the day-to-day activities of subordinate personnel.
Plan health and safety procedures: Set up procedures for maintaining and improving health and safety in the workplace.
Promote facilities management services: Assess the market trends and organisations’ needs in order to proactively communicate and advertise your facilities management services to future clients.
Manage maintenance operations: Oversee maintenance activities, making sure that staff is following procedures and ensuring routine and periodic refurbishment and maintenance activities.
Ensure equipment maintenance: Ensure that the equipment required for operations is regularly checked for faults, that routine maintenance tasks are performed, and that repairs are scheduled and performed in the case of damage or flaws.
Plan buildings maintenance work: Schedule maintenance activities of property, systems and services to be deployed in public or private buildings, according to the priorities and needs of the client.
Ensure inspections of facilities: Plan and make sure that a regular inspection system is in place to ensure the facilities are fit for purpose and to prevent hazards and further risks.
Liaise with managers: Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
Manage facilities services: Handle a range of services such as catering, cleaning, maintenance or security, according to the priorities and needs of the client. Manage all contractors that deliver facilities management services and ensure they are delivered on time and according to the highest quality standards.
Follow company standards: Lead and manage according to the organisation’s code of conduct.

This knowledge is sometimes, but not always, required for the role of facilities manager. However, mastering this knowledge allows you to have more opportunities for career development.

Energy market: The trends and major driving factors in the energy trading market, energy trades methodologies and practice, and the identification of the major stakeholders in the energy sector.
Cleaning industry health and safety measures: Preventive and interventional methods used in the cleaning industry to maintain health and safety for all workers and tertiary persons.
Energy performance of buildings: Factors that contribute to lower energy consumption of buildings. Building and renovation techniques used to achieve this. Legislation and procedures regarding energy performance of buildings.
Contract law: The field of legal principles that govern written agreements between parties concerning the exchange of goods or services, including contractual obligations and termination.
Building automation: Type of automatic control system where through a Building Managements System or Building Automation System (BAS) the control of a building’s ventilation, humidity, heating, lighting and other systems is being automated at centralised location and monitored through electronic systems.
Employment law: The law which mediates the relationship between employees and employers. It concerns employees’ rights at work which are binding by the work contract.
Accounting: The documentation and processing of data regarding financial activities.
Supply chain management: The flow of goods in the supply chain, movement and storage of raw materials, work-in-process inventory, and finished goods from point of origin to point of consumption.

These skills and competences are sometimes, but not always, required for the role of facilities manager. However, mastering these skills and competences allows you to have more opportunities for career development.

Create solutions to problems: Solve problems which arise in planning, prioritising, organising, directing/facilitating action and evaluating performance. Use systematic processes of collecting, analysing, and synthesising information to evaluate current practice and generate new understandings about practice.
Recruit employees: Hire new employees by scoping the job role, advertising, performing interviews and selecting staff in line with company policy and legislation.
Read standard blueprints: Read and comprehend standard blueprints, machine, and process drawings.
Manage major incidents: Take immediate action to respond to major incidents that affect the safety and security of individuals in private or public places such as road accidents.
Handle surveillance equipment: Monitor surveillance equipment to observe what people are doing in a given area and ensure their safety.
Apply procurement: Undertake ordering of services, equipment, goods or ingredients, compare costs and check the quality to ensure optimal payoff for the organisation.
Respond to burglar alarm systems: Monitor the received signals from a burglar alarm system and react promptly to investigate the issues.
Manage emergency evacuation plans: Monitor quick and safe emergency evacuation plans.
Liaise with security authorities: Respond quickly to security incidents and violations by calling the police and keep in touch with other relevant parties involved in the potential prosecution of the offender.

1219 – Business services and administration managers not elsewhere classified

 

 

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References

1. Facilities manager – ESCO