Responsibilities of Facilities Manager

By definition, facility managers are tasked with activities to manage all services and processes in order to support core business operations. In short, they are responsible for making working environment stress-free and smooth for all employees.

Duties of facilities managers may vary depending upon the nature of a business, but their main focus is to build and improve efficiency and reduce operating cost through best business practices. 

So, you can imagine how vast this field is. The range of responsibilities is diversified based entirely on the business infrastructure and its size. Due to their relation with core business objective, facilities managers have to play their part in long-term and short-term planning related to building and premises.  They have some or all of the following areas of responsibilities:

  • Property management
  • Building maintenance
  • Procurement
  • Health and safety
  • Cleaning
  • Catering and vending
  • Space management
  • Security
  • Utilities, accessories and equipment management

The scope of facilities management is quite wide, expanded across all businesses. Facility managers have been hired in all business sectors and industries. Variety of job descriptions can be seen in their job titles, such as:

  • Operation managers
  • Estate manager
  • Asset or Property manager
  • Manager technical services  

Besides central service that links all teams across the company, responsibilities of facilities manager cover several other departments as well. For small-to-medium organizations, duties of facility managers may include hands-on and practical tasks.  This is why, in many industries facilities management professionals have been hired directly by the companies, and they have one or more sites to take care. 

Some companies see the importance of facility management and they will hire facility managers to provide services while some companies engage third-party contractors. Some companies, instead of hiring, outsource their facility management department, handing over all tasks to specialists. In such situations, facilities managers may offer some or all of the following tasks:

  1. Preparation of documents, such as tenders for contractors
  2. Work supervision and coordination with contractors
  3. Project management
  4. Investigation regarding facilities for new premises, their availability, and suitability
  5. Calculation and comparison of cost of good and/or services to extract maximum value for money
  6. Implementation and management of change and keeping disruptions as minimum as possible.
  7. Future planning for business in accordance with business objectives.
  8. Directing, planning and coordinating important central services, including security, maintenance, reception, mailing, cleaning, catering, archiving, recycling and waste disposal.
  9. Assurance of health and safety throughout the premises and production units and compliance with federal and provincial rules.
  10. Staff protection
  11. Resource and space planning for new buildings and ensuring best allocation and utilization
  12. Re-organization of existing premises 
  13. Checking and ensuring contractors and staff have accomplished the desired work according to the requirements. Following up with them to correct deficiencies.
  14.  Leading and coordinating different sets of individuals (employees of contractors) to encompass different areas of responsibility.
  15. Effective use of performance management tools and techniques to achieve agreed service level, and improve upon it in future.
  16. Tackling emergency situations and urgent issues efficiently and effectively and preparing for consequences.