WHAT DOES A FACILITIES MANAGER DO?

Published: Mar 10, 2025 - The Facilities Manager serves as the primary contact for site employees, visitors, and stakeholders, ensuring a clean, safe facility and driving proactive operational cultures. Manages service contracts, supervises on-site staff, and upholds strict health and safety standards. Develops long-term capital plans, fosters innovation through data-driven efficiencies, and maintains strong relationships with property management to enhance facility performance.

A Review of Professional Skills and Functions for Facilities Manager

1. Facilities Manager Duties

  • Strategic Oversight: Looks strategically across the network, identifying and driving process and technological improvements.
  • Project Leadership: Project management, capital improvements, and creating R.O.I.s.
  • Project Oversight: Oversee building projects, renovations, refurbishments, repairs, and installations.
  • Reporting Maintenance: Ensure key reporting is in place and maintained, including equipment.
  • Repair Management: Ensures timely repairs to minimize operational downtime.
  • Maintenance Programming: Maintain a preventative maintenance program, including regular inspections of facility equipment and systems to ensure functionality and conformance with operational standards.
  • Record Keeping: Keep maintenance logs and reports on daily activities.
  • Contract Administration: Administer vendor or sub-contractor agreements to ensure quality services and goods are provided to meet specifications, on time and within budget.
  • Safety Promotion: Promote a culture of safety in each DC.
  • Facilities Management: Manage all aspects of facilities services and operations for a portion of Google’s Americas portfolio.
  • Strategic Partnership: Partnered with REWS and other cross-functional teams at Google to provide strategic support and guidance to influence operational elements for Google offices.
  • Vendor Collaboration: Collaborate with a third-party vendor management team responsible for service delivery outcomes through key performance indicators, scorecards, agreements/procurement, and operational reporting within portfolios.
  • Stakeholder Engagement: Establish strong partnerships with key stakeholders, including product area business partners, program leads, and cross-functional team leaders to achieve REWS goals for the portfolio.
  • Equipment Management: Responsible for leasing/purchasing and maintenance of office equipment.
  • Event Coordination: Responsible for organizing any employee events.
  • Risk Assessment: Undertake travel risk assessments for overseas travel.
  • Visa Processing: Process foreign visa applications.
  • Administrative Support: Provide secretarial and administrative support for the Directors.

2. Facilities Manager Details

  • Operations Coordination: Coordination of day-to-day facilities operations including preventative maintenance, repairs, security, health & safety, janitorial services.
  • Project Implementation: Driving the completion of new office implementations in support of business expansion.
  • Logistical Support: Assisting with physical relocations, existing office renovations, expansions, and closures.
  • Space Management: Tracking and proactively developing space occupancy planning to manage capacity and growth.
  • Procurement Assistance: Assisting with competitive bidding, vendor contract negotiation, and orders & payment processing.
  • Relationship Building: Building and maintaining key internal customer relationships to support collaborative planning and employee experience.
  • Partner Management: Building and maintaining key external partner relationships with landlords and vendors.
  • Budget Coordination: Assisting with regional budget and total cost of ownership for each facility and related services, in close coordination with the EMEA regional team as well as Accounting and Finance.
  • Efficiency Driving: Driving operational efficiency, implementing standardized processes.
  • Real Estate Support: Supporting the Regional Facilities Manager in various real estate activities within the geography: site selection, acquisitions, lease negotiation, renewals and dispositions, property management, and space & occupancy management.
  • Facility Management: Manage the upkeep of the office facility, warehouse, and laboratory infrastructure in SSF sites.
  • Safety Interface: Interfaced with employee health and safety and acts as a liaison between departments.
  • Safety Oversight: Oversees the laboratory safety plan, including logistics associated with hazardous material management and waste disposition.
  • Quality Support: Supports the company's quality system and regulatory initiatives for Operational excellence.
  • Structural Inspection: Inspect buildings' structures to determine the need for repairs or renovations.
  • Cost Management: Review utility consumption and strive to minimize costs.
  • Staff Supervision: Supervise all facilities staff (custodians, technicians, groundskeepers etc.) and serve as the primary point of contact for external contractors.
  • Planning Leadership: Lead space planning and forecasting with the consultation of team leads and area supervisors.
  • Training Maintenance: Maintain departmental training requirements in the document management system and ensure that staff are appropriately qualified and trained to perform job responsibilities.
  • Compliance Enforcement: Ensuring that all departmental work is performed in adherence to standard operating procedures and regulatory requirements (e.g., ISO 13485 and FDA 21CFR Part 58), initiating nonconformances and deviations.

3. Facilities Manager Responsibilities

  • Project Coordination: Support the planning, set-up, and launch of all future space needs for the Metro area through attending project meetings, defining scope for the facilities team, and driving necessary outcomes to meet the target handover dates with local operations.
  • Relationship Management: Maintain relationships with landlords at Motivate NY/NJ multiple locations, ensuring LL managed ad hoc or maintenance work is appropriately scheduled, safe, and communicated with operations management.
  • Facility Oversight: Oversee, maintain, and improve each of the NY/NJ area facilities, ensuring that adequate working conditions and safety standards are met.
  • On-site Leadership: Provide and lead on-site support for various facilities projects requiring outside labor (HVAC, elevator, electric, portable toilets, trucking, carting, uniforms, etc.).
  • Organizational Maintenance: Ensure warehouse layouts and departmental areas remain organized, carry out routine maintenance to ensure cleanliness and order, and conduct regular inspections within all spaces for needed adjustments.
  • Team Leadership: Direct and lead the Facilities team under the leadership of the Director of Facilities.
  • Staff Management: Direct daily activities of the staff. Hire, train, mentor, motivate, correct, and terminate.
  • Task Management: Ensure facilities activities are completed on time, with status updates and completions reported to the Director of Facilities and end users.
  • Communication: Continually and proactively communicate updates on project statuses and issues to the Facilities Director and/or Facilities Project Manager.
  • Safety Inspection: Regularly inspect facilities and equipment with an eye for safety requirements, reporting any Motivate equipment that does not meet all contractual, internal, and OSHA standards for safety.
  • Training Support: Support Forklift training, ensuring all company-approved operators in NY have access to units.
  • Safety Management: Act as a key safety officer, helping to ensure all locations follow guidelines and recommendations.
  • Operations Planning: Prepare and implement operations & maintenance plan.
  • Project Assistance: Scope building renovation projects with the assistance of the Project Manager.
  • Compliance Inspection: Regularly inspect facilities to ensure compliance with approved standards.
  • Resource Management: Manages resources, including staff, contractors, and vendors, to execute the annual plan.
  • Contractor Oversight: Secures contractors and vendors and ensures that work and services meet established specifications.
  • Effective Communication: Communicates frequently with customers, employees, vendors, and contractors to develop and maintain effective relationships.

4. Facilities Manager Accountabilities

  • Team Leadership: Lead and develop the on-site facilities management team.
  • Resource Management: Provide management and oversight into the deployment of resources and tasks in line with the SLAs and agreed working procedures.
  • Stakeholder Liaison: Liaise with the Client and SPV (and supply chain where relevant) on the programming of works or associated activities.
  • Reporting: Provide regular reports as required by contract or as requested by the SPV and line management.
  • Financial Planning: Annual budget setting and financial control.
  • Financial Tracking: Track and update recharge trackers and hold monthly finance meetings.
  • Supplier Management: Tender, negotiate and appoint specialist suppliers.
  • Supply Chain Management: Manage the supply chain and ensure contractors are inducted and necessary permits are issued.
  • Process Oversight: Ensure that processes associated with claims for student damage, temporary repair plans, and other associated matters are undertaken within contract parameters.
  • Commercial Leadership: Provide Commercial Leadership to the ESRFM Ltd team.
  • Contract Management: Ensure that all contractual obligations are achieved and recorded to prove compliance.
  • Safety Management: Ensure all matters relating to Health and Safety are applied and maintain the standards of Zero Harm.
  • Project Assistance: Assist in the mobilisation of the West Slope residences development.
  • Performance Management: Track and manage contractual performance, particularly Pre-planned and Reactive maintenance tasks.

5. Facilities Manager Functions

  • Relationship Building: Creating positive relationships with all stakeholders.
  • Financial Oversight: Reviewing quotes and authorizing in line with client protocols and legislative requirements.
  • Documentation Management: Maintained all necessary documentation utilizing Mace systems.
  • Schedule Management: Maintaining audit inspection schedules and deadlines.
  • Complaint Handling: Handling of complaints and ensuring swift rectification.
  • Communication: Communicating and escalating information to the client, peers, and management team.
  • Service Excellence: Ensuring services are delivered that exceed the customers’ expectations and service level agreements.
  • Project Management: Managing works expeditiously and in full compliance with all appropriate legislation and client contractual SLAs.
  • Supplier Management: Undertake regular review meetings with the supply chain to ensure contract and SLA compliance.
  • Client Engagement: Engaging with key client stakeholders to support contract renewals, etc.
  • Team Collaboration: Working as part of a team to ensure services are delivered in line with business requirements.
  • Site Management: Visiting sites throughout the allocated geographic region to collate asset information following project completion of new builds/relocations.
  • Proactivity: Having a proactive approach to activities and working flexibly to support the team.
  • Liaison: Liaising and communicating with Mace and Mace teams, client site teams, and service partners.
  • Complaint Resolution: Ensure that all customer complaints are handled professionally, appropriately, and promptly.
  • Emergency Coordination: On-call in order to coordinate escalations or emergencies if they arise on a 24/7/365 basis.
  • Document Control: Ensures the Operations & Maintenance Documents (Critical Documents Library) of Drawings, O&M manuals, Site Operators Manual, etc., are up to date, neatly stored and easily and readily retrievable.
  • Task Management: Makes Task assignments as needed for Work Tickets and Preventative Maintenance Work Orders for the O&M Team.
  • Problem Solving: Solves problems within procedural limitations.
  • Maintenance Oversight: Ensures that staff complete PMs and work orders as scheduled each month.
  • Technical Writing: Read, analyze, and write procedure manuals and interpret general business periodicals, journals, technical procedures, or governmental regulations.

6. Facilities Manager Job Description

  • Coordination: Act as the main point of contact for all FM issues at the location (or across multiple locations).
  • Contract Management: Manage hard and soft services, ensuring work is completed to Gartner standards and within budget.
  • Team Management: Manage local Office Management teams, including approval of holiday, sicknesses, expenses, etc.
  • Liaison: Liaising with Landlords' representatives and local authorities.
  • Project Management: Planned and managed office builds, refurbishments, and Planned Preventive Maintenance.
  • Project Coordination: Special projects as agreed to support the business requirements of the organization.
  • Service Management: Plan and manage facility central services in ANZ, including reception, security, cleaning, catering, waste disposal, and parking.
  • Reporting: Generate and present regular reports and reviews of facility-related budgets and performance measurements.
  • CRM Implementation: Responsible for implementing Customer Relationship Manager into the department and demonstrating how it impacts customer satisfaction with all aspects of the Real Estate/Facilities service provision.
  • Procurement: Procurement and contract management, including preparation of tender documents.
  • Cost Analysis: Calculate and compare costs for required goods or services to achieve maximum value.
  • Facility Management: Manage office refurbishments, renovations, and office moves as they arise.
  • Supplier Coordination: Manage and facilitate third-party suppliers in the provision of facilities services.
  • Financial Management: Budgeting, invoicing, and record-keeping of third-party suppliers.
  • Safety Management: Act as a key point of contact for health and safety (e.g., fire and first aid warden).
  • Utility Management: Maintain and facilitate utilities, IT, and office equipment.
  • Service Coordination: Ensure the smooth function of reception, mail, and amenity services for real estate.
  • Facilities Coordination: Manage cleaning, catering, waste disposal, and recycling within real estate.
  • Remote Management: Manage remote offices with the help of office coordinators and business units.
  • Strategic Planning: Plan for future development in line with strategic business objectives.
  • Building Coordination: Coordinate with building and Landlord management.

7. Facilities Manager Overview

  • Maintenance Oversight: Oversees building, kitchen, HVAC, and grounds maintenance.
  • Vendor Management: Manages the maintenance of all custodial functions through vendors.
  • Safety Monitoring: Monitoring the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots, and outdoor spaces.
  • Security Implementation: Ensures security and emergency preparedness procedures are implemented properly.
  • Facility Maintenance: Ensures that the facility is clean and maintained according to company policy and procedures.
  • Contract Management: Manages and reviews service contracts.
  • Inspection Conduct: Conducts and documents regular facility inspections.
  • Quality Check: Checks completed work by vendors and contractors.
  • Facility Advice: Recommends maintenance, mechanical, electrical, and facility design modifications.
  • Safety Communication: Communicated workplace safety precautions to employees.
  • Resource Management: Forecasts, allocates, and supervises the financial and physical resources of the facility management.
  • Weather Preparation: Preparing the interior and exterior of the facilities for weather conditions.
  • Operations Management: Maintaining day-to-day operations of facilities, such as delegating or completing maintenance orders.
  • Improvement Analysis: Continually looking for areas of improvement.
  • Safety Leadership: Lead Safety Committee and conduct Safety Trainings.

8. Facilities Manager Details and Accountabilities

  • Partnership Management: Partner with strategic supply partners to successfully deliver services to achieve the aims of the business.
  • Leadership Support: Support Site Leadership and Senior Partner operational needs and coordinate activities to enable these objectives through a changing environment.
  • Incident Coordination: Support Incident Response in the event of major site issues, coordinating across the supplier network to achieve swift incident resolution.
  • Improvement Leadership: Drive site and service improvement programs.
  • Project Delivery: Deliver a wide variety of project and operational accountabilities across the campus to support the mobilization and stabilization of services.
  • Strategic Alignment: Ensure alignment, connectivity, and engagement across Cambridge Operations and Business Partners, identifying and developing service solutions that significantly benefit the AZ business.
  • Operations Coordination: Coordinated and maintained building operations at optimum efficiency and cost-effectiveness, adhering to customer and statutory requirements.
  • Strategy Development: Develop and implement onsite engineering and operational strategies to deliver leading-edge service delivery solutions.
  • Innovation Promotion: Bring new ideas forward for discussion and review and challenge existing processes.
  • Facilities Supervision: Promote, attend to, and supervise the proper care of the building operations systems, installations, facilities, and finishes in accordance with owner/building policies and procedures otherwise in accordance with CBRE policies and procedures.
  • Financial Management: Ensure orders are issued and invoices processed in the defined time.
  • Reporting: Complete and submit to the Property Manager Building Operational Reports in the format and time schedule designated by the Manager.
  • Legislative Awareness: Be aware of changing legislation and circumstances which impact on providing the most current and accurate advice to clients and ensure that all staff attend the required training to maintain this level of professionalism.
  • Risk Management: Maintain, implement, and review Risk Management practices and risk minimization processes to actively reduce insurance premiums and liabilities.
  • Budget Participation: Actively participate in the budgeting process and provide high-level advice on non-routine and routine repairs and maintenance budgeting programs.

9. Facilities Manager Tasks

  • Maintenance: Maintains HVAC systems, back-up generator, plumbing and irrigation, fire alarm, electrical, masonry, carpentry, furnishing, and other equipment.
  • Coordination & Planning: Researches and coordinates or implements both day-to-day and major repairs and replacements, as well as new and long-range physical plant and landscape needs within budgetary guidelines and the Strategic Plan.
  • Supervision & Management: Supervises and directs personnel and contractors engaged in equipment installation, facilities equipment repair, and preventive maintenance to ensure conformance to established specifications, codes, and regulations.
  • Documentation: Maintains documentation of facility-related equipment and procedures.
  • Safety Management: Directs, enforces, and maintains safety and other programs to ensure compliance with local, national, and museum codes and regulations including staff training.
  • Emergency Response: First responder on-call for necessary emergency measures such as snow removal, answering mechanical alarms, etc.
  • Budget Management: Development of and adherence to a physical plant budget, landscape, vehicle expense, utilities, custodial, and capital expenditures.
  • Facility Support: Assists the Facilities Maintenance functions to assure reliable, cost-effective manufacturing process and packaging operations in compliance with FDA guidelines and current Good Manufacturing Practices (GMP) to ensure reliable, cost-effective manufacturing process and packaging manufacturing operations.
  • Infrastructure Maintenance: Ensure that building infrastructure of the GMP areas are maintained and in compliance.
  • Utility Maintenance: Ensure all utilities are operational and properly maintained.
  • Technical Maintenance: Performs mechanical, electrical, and automatic controls maintenance activities in a GMP manufacturing operation.
  • Security Management: Manage JMG Security Badge and alarm codes for employees.
  • System Improvement: Identifies/addresses equipment/system opportunities for improvement and provides engineering and technical expertise in the execution of equipment/system maintenance.
  • Mechanical & Electrical Maintenance: Maintain all mechanical and electrical maintenance activities related to manufacturing process equipment, maximizing technician’s/mechanic’s utilization.
  • Technical Support: Responsible for providing technical support.
  • Validation Support: Support of validation/qualification protocols (IQ/OQ/PQ) with task related to equipment maintenance to execute in a timely manner.
  • Safety Promotion: Promote safety and participate in safety activities.

10. Facilities Manager Roles

  • Visibility and Communication: Serve as the main point of contact for local site employees, key visitors, vendors, key stakeholders, and employees.
  • Facility Maintenance: Ensure the facility is clean and free from safety concerns.
  • Proactivity Promotion: Drive a culture of proactivity and contribute positively to facility operations to prevent or address potential problems effectively.
  • Team Support: Assist teams in achieving success in café and snack/drink programs.
  • Service Partnership: Collaborate with local food service management to ensure service levels are met or exceeded.
  • Operational Advising: Counsel the client and account leadership on facility operations and performance decisions.
  • Staff Supervision: Oversee on-site employees, technicians, and subcontractor service providers regarding day-to-day facility requirements.
  • Contract Management: Oversee all service contracts for facilities, ensuring contract specifications are met and performance issues are addressed promptly.
  • SLA Management: Ensure adherence to SLAs concerning facility portfolio performance.
  • Health and Safety Compliance: Ensure health and safety requirements are established and followed by on-site staff and subcontractors.
  • Budget Management: Develop and manage budgets related to site maintenance and facilities development.
  • Capital Planning: Create 5 and 10-year capital plans for all building assets across the portfolio.
  • Innovation Driving: Foster a culture of innovation using business intelligence, data, and reporting to enhance efficiencies.
  • Maintenance Management: Handle planned and ad hoc maintenance effectively.
  • Energy Conservation: Support and develop energy conservation and cost-saving measures.
  • Client Liaison: Act as the liaison with property management to ensure services provided are appropriate and enhance building quality initiatives.
  • Relationship Building: Partner and establish relationships with local property management firms at leased offices.
  • Appearance Monitoring: Monitor and maintain the appearance of the building and grounds to uphold the client's desired appearance.
  • Inventory Management: Manage stock ordering, invoice checking, budget monitoring, and keep records of all facility equipment and tools.
  • Policy Enforcement: Establish and enforce company and customer goals, policies, and procedures.
  • Operational Consulting: Consult with other executives, staff, and client members on general operation improvements, policies, and programs.
  • Safety Promotion: Promote responsibility for maintaining safe and controlled work environments.
Relevant Information
What Does A Facilities Engineer Do?
What Does A Facilities Administrator Do?
What Does A Facilities Coordinator Do?
What Does A Facilities Lead Do?