WHAT DOES A FACILITIES SUPERVISOR DO?
Updated: Jun 13, 2025 - The Facilities Supervisor oversees and coordinates critical infrastructure transactions, ensuring efficient equipment procurement for upgrades and modifications. Manages work order completions and personnel schedules, maintaining rigorous documentation and communication with contractors and vendors. Enforces property regulations, provides expert technical support and leadership, and develops innovative, cost-effective solutions to complex issues, ensuring alignment with organizational objectives.
A Review of Professional Skills and Functions for Facilities Supervisor
1. Facilities Supervisor Duties
- Transaction Coordination: Oversee and coordinate transactions
- Equipment Procurement: Purchase and select equipment essential for modification or upgrade of infrastructure
- Scheduling: Prepare WOC and schedules for personnel
- Data Management: Maintain files on all equipment, new and existing
- Process Efficiency: Ensure all work orders and repair requests are processed in a timely fashion
- Vendor Communication: Maintain communication and documentation on all contractors and vendors
- Regulatory Enforcement: Enforce property and associations' rules and regulations, including but not limited to housekeeping and security
- Technical Advisory: Provide technical support to management teammates and trades personnel involved in system evaluations and will be asked to create recommendations to senior management based on schedule, cost, State and Federal regulations, and system research
- Leadership: Provide team leadership based on technical knowledge and ability to routinely develop cost-effective solutions over a range of complex issues while ensuring solutions are innovative and consistent with organizational goals and objectives
- Independent Operation: Perform work with minimal direction and communicate and collaborate well with team members, management, Security, EHS, and internal customers
2. Facilities Supervisor Details
- Inspection Coordination: Perform a weekly walk-through of the entire facility to ensure all issues are identified and documented.
- Facilities Management: Manage and supervise the operation/maintenance of all fixed indoor/outdoor facilities and equipment. Schedule and supervise internal staff or outside contractors to complete facility maintenance projects.
- Project Management: Manages projects from beginning to end, meeting business schedules, budgets, and deadlines.
- Technical Expertise: Acted as on-site expert for all major installations.
- Priority Setting: Responsible for maintenance workload and set priorities for facility maintenance and H&S items in order of importance.
- Maintenance Scheduling: Establish regular maintenance and preventative maintenance testing including but not limited to safety, fire, security engineering, environmental testing and reporting and coordination of outside environmental consultants for all facilities.
- Regulatory Compliance: Ensure compliance with regulations, including building, fire, electrical codes, OHSA, TDGA, Reg. 309, etc., and act as a liaison between the company and all outside federal, provincial, and municipal agencies.
- Community Liaison: Act as liaison with the City and the region on all road and property issues affecting Kitchener business.
- Insurance Liaison: Act as liaison with insurance provider to ensure facilities remain in compliance with major recommendations.
- Financial Analysis: Review with the Finance team the cost/benefit of the recommended changes.
- Budget Management: Responsible for developing and managing capital budgets and maintaining an accurate inventory of all items, including the condition of building locations, i.e., floor, roof, HVAC, parking lot, etc.
3. Facilities Supervisor Responsibilities
- Continuous Improvement Leadership: Support, participate and lead Continuous Improvement Events
- Safety Leadership: Representing management as the Co-Chair for the Joint Health & Safety Committee.
- Safety Support: Provide support, information, and resources to Supervisors/Managers regarding safety issues and/or concerns.
- Facility Design: Design, cost, and implement construction of new facilities, processes, and environmental devices, including office furniture and equipment.
- Procurement: Sourced and acquired repair items and fixtures for all facilities
- Efficiency Analysis: Recommend designs, investigates and studies facility layouts to ensure the maximum efficiency, including cost estimates and feasibility.
- Contract Negotiation: Survey, spec, tender, negotiate and expedite purchase agreements, leases, and contracts on equipment, services, and facilities
- Tenant Relations: Main point of contact for Kitchener MTD tenants and lease agreements.
- Tenant Support: Responsible for following up with issues and requests from tenants.
- Real Estate Liaison: Main contact for external real estate brokers and consultants for all facilities.
- Strategic Planning: Develop long and short-term plans for maintenance, repair, and expansion of buildings, equipment, and facilities, including utilities.
- Operational Support: Act as a backup to the warehouse Supervisors to provide coverage.
4. Facilities Supervisor Accountabilities
- Premises Monitoring: Daily monitors the overall premises condition (inspections, daily rounds, etc.), especially common areas (e.g. kitchenettes, meeting rooms, etc.) to promptly identify and correct any potential malfunction on the premises.
- Maintenance Coordination: Coordinates, schedules, and supervises all the maintenance work in cooperation with the maintenance staff and 3rd parties where appropriate, ensuring that all contractual clauses are met.
- Cost Monitoring: Monitors and regularly reports the premises’ fixed costs and premises-related expenses as well as other premises matters.
- Technical Collaboration: Collaborates with the Departments' Head regarding all technical issues or projects related to the premises and proposes improvement suggestions.
- Managerial Support: Provides assistance and support to all Company Managers regarding office-related matters and orders and provides office supplies.
- Helpdesk Collaboration: Collaborates with the Premises Helpdesk team regarding maintenance, malfunction, or other premises-related matters that require his/her attention.
- Space Management: Oversees the FTEs’ allocation/relocation to available working areas (including parking places) and continuously updates the premises’ floor plans.
- Procurement Cooperation: Cooperates with the Procurement Department regarding premises’ equipment, consumables, stationary, etc., and maintains a stock of consumables for electrical equipment, induration equipment, generator fuels, and assets inventory (furniture).
- Maintenance Planning: Planning and coordination of the delivery of scheduled maintenance services.
- Compliance Maintenance: Maintaining Essential Services compliance and facilitating annual compliance certification.
- Cleaning Coordination: Coordinate scheduled cleaning and routine building maintenance.
- CMMS Management: Maintain CMMS to maintain an asset register of all plant and equipment, an inventory of stock and spares, schedule preventative maintenance activities, record corrective works and cost history for the properties and report on the maintenance services.
5. Facilities Supervisor Functions
- Safety Compliance: Ensure Health & Safety standards/procedures are adhered to, including “Risk Assessment and JSA.”
- Team Leadership: Provide day-to-day leadership and supervision of all Facilities Maintenance and Operations Technicians.
- Shift Planning: Conduct Shift / Daily planning such that production and maintenance shift targets are achieved.
- Resource Optimization: Maximize the contributions from available resources in the delivery of the maintenance and operations two weekly schedules.
- Resource Allocation: Ensure adequate resources and allocation, including holidays and shift cover control.
- Meeting Supervision: Ensure daily meetings and shift handovers are comprehensive and accurate and clearly highlight key issues.
- Cost Management: Monitor, forecast and control costs to ensure they remain within requisitioned and purchase order values.
- Contractor Management: Manage visiting contractors and provide an effective interface between facilities team.
- Training Coordination: Organize employee training and development through appraisal processes.
- Operational Supervision: Supervise and lead the daily / shift activities of the maintenance and operation technicians.