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What does a day-to-day look like as a facility manager?
I'm interested in being a facility manager but I want to know what the day-to-day looks like.
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marjolein’s Answer
It is challenging to describe the day, as every day is different. As you can plan a day but you may have surprises like a network outage or an other building maintenance issue. Focus is on customer engagement, meeting preferable face to face, do site walk/inspections and reply to email/phone/chat. Another key topic is Finance, as managing a budget is key to the success of a Facility manager, next to have a structured governance structure for your suppliers.
Maria Saladin Rivera
Project Management, Instructional Designer, Professional Learning
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Maria’s Answer
Hi Gerardo, my uncle and cousin were facility managers for apartment buildings. Now, I collaborate with a facilities manager in a public school system.
I say this because it's important you know that the day-to-day responsibilities may vary depending on the size and type of facilities you manage, as well as the specific industry or organization you work for. Facility managers often need to be adaptable, proactive, and able to multitask and prioritize effectively. Also, they need to be very patient.
Some responsibilities are:
Site inspections and walkthroughs:
Conduct regular walkthroughs of the facilities to identify any maintenance issues, safety hazards, or areas that require attention.
Inspect the condition of building systems, such as HVAC, plumbing, electrical, and security systems.
Observe the cleanliness and organization of common areas, offices, and workspaces
Managing vendors and contractors:
Coordinate with external vendors for services like janitorial, landscaping, security, or specialized repairs.
Review and approve invoices, and ensure that work is completed according to specifications.
Negotiate contracts and service agreements with vendors.
Emergency preparedness and response:
Develop and review emergency plans and procedures for events like fires, natural disasters, or security breaches.
Coordinate with emergency services and ensure that emergency equipment (e.g., fire extinguishers, alarms) is maintained and functional.
Administrative and general tasks:
Prepare and manage budgets for facility operations, maintenance, and capital improvement projects.
Maintain accurate records and documentation related to facility operations, inspections, and compliance.
Develop and implement policies and procedures for facility management.
Review emails, reports, and any urgent issues that may have arisen overnight.
Check the schedule for any planned maintenance, inspections, or contractor visits.
Attend any morning meetings or briefings to discuss ongoing projects, concerns, or updates.
This is just an overview of the 2 industries I mentioned.
I say this because it's important you know that the day-to-day responsibilities may vary depending on the size and type of facilities you manage, as well as the specific industry or organization you work for. Facility managers often need to be adaptable, proactive, and able to multitask and prioritize effectively. Also, they need to be very patient.
Some responsibilities are:
Site inspections and walkthroughs:
Conduct regular walkthroughs of the facilities to identify any maintenance issues, safety hazards, or areas that require attention.
Inspect the condition of building systems, such as HVAC, plumbing, electrical, and security systems.
Observe the cleanliness and organization of common areas, offices, and workspaces
Managing vendors and contractors:
Coordinate with external vendors for services like janitorial, landscaping, security, or specialized repairs.
Review and approve invoices, and ensure that work is completed according to specifications.
Negotiate contracts and service agreements with vendors.
Emergency preparedness and response:
Develop and review emergency plans and procedures for events like fires, natural disasters, or security breaches.
Coordinate with emergency services and ensure that emergency equipment (e.g., fire extinguishers, alarms) is maintained and functional.
Administrative and general tasks:
Prepare and manage budgets for facility operations, maintenance, and capital improvement projects.
Maintain accurate records and documentation related to facility operations, inspections, and compliance.
Develop and implement policies and procedures for facility management.
Review emails, reports, and any urgent issues that may have arisen overnight.
Check the schedule for any planned maintenance, inspections, or contractor visits.
Attend any morning meetings or briefings to discuss ongoing projects, concerns, or updates.
This is just an overview of the 2 industries I mentioned.
Updated
Jennifer’s Answer
Facility Managers play a pivotal role in ensuring the smooth operation of retail locations (my experience is working with Facility Managers for locations similar to Apple Stores across the country). Their responsibilities span various facets of maintenance, preparedness, and strategic planning to uphold the functionality and safety of the premises.
Planned Maintenance: One of the core duties involves orchestrating planned maintenance activities. This includes scheduling and overseeing tasks such as regular inspections, equipment servicing, and upkeep of facilities to prevent breakdowns and maintain a pristine environment for customers and staff alike. Additionally, Facility Managers are tasked with managing vendors, such as coordinating with cleaning crews to ensure cleanliness standards are consistently met.
Unexpected Maintenance: In the event of unexpected maintenance issues, like a sudden power outage, Facility Managers are the first responders. They must swiftly assess the situation, coordinate with relevant parties to address the issue promptly, and minimize disruptions to operations.
Preparation and Response to Natural Disasters: Facility Managers must be proactive in preparing for potential natural disasters and responding effectively when they occur. Whether it's anticipating an incoming ice storm or preparing for potential flooding, they develop and implement contingency plans to safeguard both the premises and the people within them.
Lease Renewal: Beyond the physical upkeep of the property, Facility Managers also handle administrative tasks such as lease renewals. They ensure that lease agreements are negotiated and renewed in a timely manner, working closely with landlords or property management firms to maintain positive relationships and secure favorable terms for the business.
Critical Role in Business Success: The role of Facility Managers cannot be overstated in the success of retail businesses. Their proactive management of facilities not only ensures operational continuity but also contributes to customer satisfaction and brand reputation. As a business leader, having a competent Facility Management team brings peace of mind, knowing that the logistical aspects of running multiple locations are in capable hands, allowing leaders to focus on strategic initiatives and core business objectives. In essence, Facility Managers are indispensable partners in the operational success of retail enterprises.
Stakeholder Management: Facility Managers also excel in stakeholder management, fostering strong relationships with various parties involved in the operation of retail locations. This includes liaising with landlords, property owners, vendors, and internal stakeholders such as store managers and corporate leadership. By maintaining open lines of communication and understanding the needs and expectations of each stakeholder, Facility Managers can effectively negotiate agreements, address concerns, and align operational strategies with overarching business goals.
Adaptability and Solutions-Oriented Approach: The day-to-day responsibilities of a Facility Manager are inherently dynamic and unpredictable due to the myriad of tasks involved, from planned maintenance to sudden emergencies. This necessitates a high degree of organization, adaptability, and a solutions-oriented mindset. Facility Managers must be adept at juggling multiple priorities, swiftly pivoting from routine maintenance schedules to addressing urgent issues as they arise. Their ability to think on their feet, assess situations quickly, and devise effective solutions is crucial in maintaining the smooth functioning of retail locations amidst the ever-changing landscape of facility management. This requires not only technical proficiency but also strong interpersonal and problem-solving skills to navigate the diverse challenges encountered in their role.
Before you head to your favorite store, put on your 'Facilities Manager' hat and jot down a checklist of areas to inspect. As you walk through, take note of any maintenance needs, cleanliness concerns, or potential improvements. Afterward, compile a list outlining how you could enhance and support the location, considering aspects like planned maintenance, emergency preparedness, and stakeholder communication.
Planned Maintenance: One of the core duties involves orchestrating planned maintenance activities. This includes scheduling and overseeing tasks such as regular inspections, equipment servicing, and upkeep of facilities to prevent breakdowns and maintain a pristine environment for customers and staff alike. Additionally, Facility Managers are tasked with managing vendors, such as coordinating with cleaning crews to ensure cleanliness standards are consistently met.
Unexpected Maintenance: In the event of unexpected maintenance issues, like a sudden power outage, Facility Managers are the first responders. They must swiftly assess the situation, coordinate with relevant parties to address the issue promptly, and minimize disruptions to operations.
Preparation and Response to Natural Disasters: Facility Managers must be proactive in preparing for potential natural disasters and responding effectively when they occur. Whether it's anticipating an incoming ice storm or preparing for potential flooding, they develop and implement contingency plans to safeguard both the premises and the people within them.
Lease Renewal: Beyond the physical upkeep of the property, Facility Managers also handle administrative tasks such as lease renewals. They ensure that lease agreements are negotiated and renewed in a timely manner, working closely with landlords or property management firms to maintain positive relationships and secure favorable terms for the business.
Critical Role in Business Success: The role of Facility Managers cannot be overstated in the success of retail businesses. Their proactive management of facilities not only ensures operational continuity but also contributes to customer satisfaction and brand reputation. As a business leader, having a competent Facility Management team brings peace of mind, knowing that the logistical aspects of running multiple locations are in capable hands, allowing leaders to focus on strategic initiatives and core business objectives. In essence, Facility Managers are indispensable partners in the operational success of retail enterprises.
Stakeholder Management: Facility Managers also excel in stakeholder management, fostering strong relationships with various parties involved in the operation of retail locations. This includes liaising with landlords, property owners, vendors, and internal stakeholders such as store managers and corporate leadership. By maintaining open lines of communication and understanding the needs and expectations of each stakeholder, Facility Managers can effectively negotiate agreements, address concerns, and align operational strategies with overarching business goals.
Adaptability and Solutions-Oriented Approach: The day-to-day responsibilities of a Facility Manager are inherently dynamic and unpredictable due to the myriad of tasks involved, from planned maintenance to sudden emergencies. This necessitates a high degree of organization, adaptability, and a solutions-oriented mindset. Facility Managers must be adept at juggling multiple priorities, swiftly pivoting from routine maintenance schedules to addressing urgent issues as they arise. Their ability to think on their feet, assess situations quickly, and devise effective solutions is crucial in maintaining the smooth functioning of retail locations amidst the ever-changing landscape of facility management. This requires not only technical proficiency but also strong interpersonal and problem-solving skills to navigate the diverse challenges encountered in their role.
Jennifer recommends the following next steps: