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Facilities manager: Job description

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Facilities managers are responsible for the management of services and processes that support the core business of an organisation. They ensure that an organisation has the most suitable working environment for its employees and their activities.

Duties vary with the nature of the organisation, but facilities managers generally focus on using best business practice to improve efficiency, by reducing operating costs while increasing productivity.

This is a wide field with a diverse range of responsibilities, which are dependant on the structure and size of the organisation.

Facilities managers are involved in both strategic planning and day-to-day operations, particularly in relation to buildings and premises. Likely areas of responsibility include:

  • procurement and contract management;
  • building and grounds maintenance;
  • cleaning;
  • catering and vending;
  • health and safety;
  • security;
  • utilities and communications infrastructure;
  • space management.

Facilities managers are employed in all sectors and industries and the diversity of the work is reflected in the wide range of job titles, for example operations, estates, technical services, asset or property manager.

Typical work activities

Responsibilities often cover several departments, as well as central services that link to all the teams in the organisation. In smaller companies, duties may include more practical and hands-on tasks.

Many facilities management professionals are employed directly by an organisation and are responsible for either one or many sites. Some will provide all the services themselves, whilst others will also manage outsourced third-party facility management service providers brought in under contract (e.g. cleaning).

Some organisations outsource their facilities management services and use specialist facilities management providers. In these cases, facilities managers may work for a firm offering all services or one that offers specific services such as catering.

Typical tasks may include:

  • preparing documents to put out tenders for contractors;
  • project management and supervising and coordinating work of contractors;
  • investigating availability and suitability of options for new premises;
  • calculating and comparing costs for required goods or services to achieve maximum value for money;
  • planning for future development in line with strategic business objectives;
  • managing and leading change to ensure minimum disruption to core activities;
  • directing, coordinating and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling;
  • ensuring the building meets health and safety requirements and that facilities comply with legislation;
  • keeping staff safe;
  • planning best allocation and utilisation of space and resources for new buildings, or re-organising current premises;
  • checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies;
  • coordinating and leading one or more teams to cover various areas of responsibility;
  • using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
  • responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences.
 
 
AGCAS
Written by AGCAS editors
Date: 
May 2014
 
 

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