Main Responsibilities and Required Skills for Facilities Manager
A Facilities Manager is responsible for the overall maintenance and upkeep of an organization's buildings and properties. They ensure that the facility is in compliance with safety and health regulations, manage building repairs and renovations, and oversee the maintenance of equipment and systems. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Facilities Managers.
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Main Responsibilities of Facilities Manager
The following list describes the typical responsibilities of a Facilities Manager:
Abide by
Abide by all company safety and hygiene regulations.
Accomplish
Accomplish key performance indicators as identified by the Account Manager.
Align
Align local strategies with broader workplace goals.
Anticipate
Anticipate and respond to needs and concerns of client and transform problems into opportunities.
Anticipate short and long-term client needs and develops options for consideration.
Assist in
Assist in Alarm System Supervision.
Assist in manage service levels to meet business unit needs.
Assist in the development and management of OpEx and CapEx budgets.
Assist in the development, revision and implementation of property manuals and operating procedures.
Assist with additional onsite tasks as needed.
Assist with budgetary requests, analysis and reporting.
Assist with Critical Environment inspections and supervision.
Assist with development of programs, tools and processes while integrating the underlying services.
Assist with Incident report and participate as a key team member in response to emergency situations.
Balance
Balance short and long term goals.
Carry out
Carry out inspections of the facilities to identify and resolve issues.
Communicate
Communicate and counsel employees relating to productivity, quality and all other employee issues.
Conduct
Conduct formal and informal relationship meetings.
Conduct formal and informal relationship meetings with key contacts.
Conduct physical inspections of the facility, grounds and premises.
Contribute to
Contribute to ongoing professional business development activities.
Contribute to regional / country initiatives and take a leading role as required.
Coordinate
Coordinate a client performance reviews against output on a monthly basis.
Coordinate and leads as required regular exterior and interior building inspection.
Coordinate and partner with IT to help problem solve IT-related issues.
Coordinate and supervises work orders to be performed by contractors.
Coordinate annual performance process.
Coordinate FM team self performed and vendor works on site.
Cover
Cover the site facilities management team for leave, sick leave etc..
Create
Create an environment within the team that drives continuous improvement and innovation.
Develop
Develop and maintain positive relationship with Client OpCo Managers and Operations teams.
Develop and maintains positive client relationships.
Develop and submit a detailed site operating budget as required.
Develop and sustain a high-performing and well-motivated team.
Develop a solid communication link with staff and customers.
Develop environmental health and safety procedures for facilities.
Develop facilities policies and practices.
Develop monthly / quarterly variance reporting on all operating expenses.
Develop relationships and provide professional interactions, updates, reports, and timely follow-ups.
Develop Team Members through coaching and mentoring.
Develop training program and career path for property employees.
Develop training programme and career path for property employees.
Direct
Direct Vendor and Operations efforts to ensure facilities are performing to client expectations.
Drive
Drive a safety commitment / culture throughout whole operation.
Drive continuous improvement in all site performance.
Drive strategy and direction for all programs consistent with global program guidelines and vision.
Encourage
Encourage and build mutual trust, respect, and cooperation among team members.
Ensure
Ensure all Critical Environment and GMP (CEM) requirements are met.
Ensure all Critical Environment (CEM) requirements are met, if applicable.
Ensure all equipment is well maintained and is in good working order.
Ensure all groups are adequately consulted and coordinated with.
Ensure CBA work rules and guidelines are followed, in addition to safe work practices.
Ensure compliance to client s policies, procedures and strategies.
Ensure compliance within delegated financial and contractual authorities.
Ensure facility compliance with use of the new tools.
Ensure Quality and ISO certifications by training and implementing ISO down the line.
Ensure safety and security of guests and team members.
Ensure safety standards in all operations.
Ensure that the facility is fully operational with all utilities functioning properly.
Ensure the energy saving achieved by No / Low cost initiatives or with investment renovation.
Ensure timely and quality service delivery to all clients.
Ensure vendor management & vendor performance management is done on monthly basis.
Establish
Establish Engineering and Operational procedures and roll out for site staff.
Establish performance plan / individual goals with staff and reviews performance.
Establish written goals and objectives for employees directly reporting to the role of RFM.
Evaluate
Evaluate service response time and analyse occupants ‘service request trends and suggestions.
Evaluate service response time and analyze occupants' service request trends and suggestions.
Evaluate the contractors' service performance.
Execute
Execute on Global strategy set by Head of Assets Management and Facilities.
Forecast
Forecast budgetary needs for North Creek soft services in alignment with strategic direction.
Hold
Hold vendors accountable for delivering high quality service per contract scope of work.
Identify
Identify and drive savings initiatives in concert with strategic sourcing function.
Identify and implement cost saving ideas for facility maintenance.
Identify and support implementation of cost saves, innovation and best practice.
Identify client needs and communicate operational progress.
Implement
Implement industry standards and strategies in Facilities services.
Improve
Improve safety performance by changing level of awareness and changing behaviors.
Inspect
Inspect all work in progress and that which is completed.
Insure
Insure compliance with audit standards.
Interface with
Interface with client leadership and occupants.
Keep
Keep maintenance logs and report on daily activities.
Keep those ambitions in sights and imagine where JLL can take you....
Lead
Lead by example and groom the team in achieving maximum Client satisfaction levels.
Lead the Front of House Team (Concierge, Receptionists and Helpdesk).
Lead the JLL management team in the delivery of facility management services.
Liaise with
Liaise with tenants when issues and concerns arise.
Maintain
Maintain a high level of integrity while balancing multiple priorities and responsibilities.
Maintain and ensure availability of an adequate operating inventory of tools and supplies.
Maintain efficiency and pleasant working conditions at all Axis facilities.
Maintain equipment registers.
Maintain eSpace records utilizing approved processes.
Maintain high expectations of cleanliness for the locker rooms, lobby, and any member facing areas.
Maintain inventory of badges and order additional supplies as needed.
Maintain KPI targets within the zones.
Maintain, test and implement disaster planning procedures to cover all emergencies.
Manage
Manage end user expectations and requirement.
Manage engineering and building maintenance contracts.
Manage kitchen equipment inventory and maintenance.
Manage suppliers who support the site.
Manage Telephone repairs and changes.
Manage the FM budget for site including support for project works / Hacks.
Manage the governance process for the account.
Manage the maintenance of existing contracts.
Manage the negotiations of new and the maintenance of existing contracts.
Manage the ongoing performance of contractors.
Manage the relationship with the work order platform provider, including monthly account calls.
Manage the service delivery teams to achieve the highest level of KPI Key Performance targets.
Manage user car park applications with Building Landlord.
Manage vendor relationships, train vendors on work order and billing procedures.
Manage work to align with OpCo Budgets.
Meet
Meet or exceed all Account KPI's.
Monitor
Monitor and review preventive maintenance programs.
Monitor expenses and control the budget for Security and Facility maintenance.
Monitor SLAs monthly to identify potential off track areas and plan corrective actions accordingly.
Network
Network externally to identify best practices that can be shared.
Obtain
Obtain and review price quotes for the procurement of parts, services, and labor for projects.
Operate
Operate on Building M&E Equipment.
Order
Order parts and supplies as needed.
Oversee
Oversee and schedule vendors and assure they are performing as specified.
Oversee appropriate monthly / quarterly / annual reporting appropriate for the client.
Oversee a small warehouse and underground parking facility.
Oversee building and grounds maintenance.
Oversee carrier collections and negotiate delivery slots / carrier relationships.
Oversee maintenance-related procurement requests.
Oversees contract tendering process and negotiates project fees with suppliers / contractors.
Oversee the appropriate monthly / quarterly / annual reporting for the client.
Oversee the coordination of company events.
Perform
Perform daily facilities inspections and walkthroughs and prepare reports on such.
Perform general maintenance duties and any other duties as assigned by Director of Administration.
Perform other duties as assigned.
Perform specific tasks assigned by the Facilities organization.
Perform Timely Safety Incident Reporting and Monitoring.
Prepare
Prepare and control annual operating expenses and capital budgets for building operations.
Prepare and manages departmental budget.
Prepare capital project and operating budget and variance reports.
Prepare Monthly / Quarterly & Annual Reports and present to client.
Prepare operating reports and budgets.
Prepare other operational reports, as requested.
Prepare / provide input to the site monthly report to be submitted by FM.
Prioritize
Prioritize daily facility issues and effectively delegate responsibilities.
Process
Process invoices and ensure proper cost center coding.
Provide
Provide and Maintain Spare & Replacement Parts Inventories.
Provide appropriate approvals for various financial protocols.
Provide content for site specific induction and Essential Site Information Manuals.
Provide contract compliance management and quality control.
Provide escalation support to FM team in need of resolutions with vendors, landlords and corporate.
Provide general expertise and training to junior staff in all areas of responsibility.
Provide general support to visitors.
Provide input as required in to the leadership reports to our Client.
Provide Monthly headcount reports to the Global Facilities team.
Provide process and procedure training.
Provide services that are reliable, efficient, and compliant in support of manufacturing operations.
Provide strong leadership and supervision of the facilities management support team.
Provide suitable out of hours, emergency call-out cover to premises managers.
Provide training and supervision aimed at expanding the capabilities of the operations staff.
Provide training to on-site teams on equipment procedures and implementation.
Reach
Reach with hands and arms.
Recommend
Recommend merit increases, transfers and promotions.
Redesign
Redesign walkthrough to incorporate attendance, incentive program and floater program.
Report
Report potentially unsafe conditions.
Request
Request system changes via the Corrigo Data Governance Process.
Respond to
Respond positively and promptly to requests from building tenants and occupants.
Review
Review and planning for all Health Safety and Fire Services and activities in HSBC building.
Secure
Secure leases with prospective residents and renewals with current residents.
Set
Set and manage service delivery commitments with direct and indirect clients and customers.
Set stretch targets for team to achieve maximum team performance.
Solve
Solve maintenance requests submitted via ticketing system.
Supervise
Supervise and inspect the work performed.
Supervise housekeeping staff to insure maintenance of Store Standards.
Supervise and implement the preventative maintenance program.
Supervise the design and upkeep of the facilities' grounds and landscaping.
Support
Support business units for internal catering events.
Support Energy program manager on developing and executing sustainable initiatives.
Support Environmental Health And Safety initiatives and local business emergency planning.
Support sustainability and initiatives.
Support the Facilities Manager in the implementation of short and long-term projects for the client.
Support the implementation and monitoring of disaster recovery and business continuity plans.
Support vendors including hard and soft skills to deliver services on time and within budget.
Troubleshoot
Troubleshoot HVAC system issues.
Undertake
Undertake annual & periodic performance reviews in a timely fashion.
Update
Update and maintain accurate records of maintenance activities.
Utilize
Utilize interpersonal and communication skills to lead, influence, and encourage others.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Facilities Manager:
CMMS
Building Systems
Facilities
MS Office
Vendor Management
Computer
Electrical
Financial Management
MS Outlook
Corporate Environment
Third Party Service Provider
Accounting Practices
HVAC
Business
Construction
Accounting
Facility Management
Finance Management
Most In-demand Soft Skills
The following list describes the most required soft skills of a Facilities Manager:
Written and oral communication skills
Interpersonal skills
Leadership
Organizational capacity
Problem-solving attitude
Presentation
Analytical ability
Relationship management
Team player
Management
Flexible
Supervisory
Collaborative
Teamwork
Staff management
