Overview
Job description lists the set of skills and responsibilities that come with the role of overseeing a company's physical facilities. The facilities manager serves as a liaison between management and staff, ensuring that the facilities are well-maintained and secure and that they meet the company's needs. This includes the buildings, equipments and grounds.As a key member of the leadership team, they make sure the facilities support the overall goals and objectives of the company and that the working environment is safe and welcoming for everyone. They usually work in an office, but they may also spend time in warehouses or production areas. In this job, you might work evenings, weekends and holidays, particularly during special events or times of emergency. You may also travel to various facilities within the organisation and attend meetings, training sessions and other similar events off-site.
Financial management
One of your roles as a facilities manager is to supervise the budgeting for all facilities-related concerns. Your tasks can include:
- create and maintain a facilities budget
- reduce costs of utilities consumption whenever possible
- keep financial records and create reports
- analyse financial data to identify trends and make recommendations on ways to reduce costs or improve efficiency
Building maintenance
In this role, you're responsible for managing and maintaining the company's buildings and surrounding grounds. To fulfil this role, you might:
- oversee the general maintenance, repairs and cleaning of facilities
- coordinate pest control services as required
- manage physical security, access control and alarm systems
- supervise the facilities staff, including technicians, caretakers and gardeners
- assess the structures of buildings to determine whether repairs or renovations are necessary
Health and safety
As a manager, you develop and implement safety policies and procedures that promote a safe workplace. To do this, you might:
- ensure compliance with safety and environmental regulations
- develop and implement policies or procedures for health and safety
- create emergency response plans in case of unforeseen incidents, such as fires or explosions
- conduct safety audits on a regular basis to identify risks or hazards
Vendor relationships
Managing vendor relationships allows you to ensure the timely and efficient acquisition of materials, goods and services. The tasks related to this role include:
- establish and maintain relationships with suppliers and vendors to acquire quality materials at competitive prices
- negotiate vendor contracts
- review and evaluate vendor performance to ensure that they're meeting performance standards
- create preferred vendor lists to make it easier and faster to procure materials and services
Fire safety Manager (Optional)
General duties of fire safety manager
- ensure at all times that fire safety requirements contained in the Emergency Response Plan are complied with;
- supervise the maintenance of all fire safety works in the premises;
- ensure at all times that the occupant load of any part of any building does not exceed the capacity prescribed under the Fire Code;
- conduct daily checks within the premises and remove or cause to be removed any fire hazard that is found within the premises;
- prepare and execute the Emergency Response Plan for the premises and distribute the Emergency Response Plan to the occupants of the premises; (ii) conduct fire drills for the occupants of the premises at least twice in every calendar year or on such occasion as may be directed by the Commissioner;
- ensure that all occupants are familiar with the means of escape located within the premises;
- prepare fire safety guidebooks for the occupants of the premises; train, co-ordinate and supervise the Company Emergency Response Team for the premises in first-aid, fire-fighting and evacuation in the event of fire or other related emergencies;
- train the occupants in the premises in first aid, firefighting and evacuation in the event of fire or other related emergencies;
- co-ordinate and supervise the occupants within the premises in firefighting and in evacuation in the event of fire or other related emergencies;
- supervise the operation of the Fire Command Centre in the event of fire or other related emergencies;
- conduct at least 2 Table-Top Exercises within the premises each year and to evaluate, together with the Fire Safety Committee, the effectiveness of the Arson Prevention Plan and the Emergency Response Plan for those premises;
- prepare and implement the Arson Prevention Plan for the premises;
- notify the Commissioner immediately upon the occurrence of any fire incident in the premises;
- organise campaigns, training courses, competitions, contests and other activities which will develop and maintain the interest of the occupants within the premises in establishing a fire safe environment;
- carry out such other duties as the Commissioner may require.
