Roles and Responsibilities of a Facilities Manager

The roles and responsibilities of a facilities manager (FM) are evolving, especially in the post-pandemic workplace. While facilities maintenance and ensuring employees have the tools they need remain at the core, the importance and complexity of the role have increased significantly. Facilities management is now a proactive and vital department, critical to organizational success.

What are the roles and responsibilities of a facilities manager?

Facilities managers have always focused on running the daily operations of a company and its building. Their role centers around ensuring workplaces are conducive to growth and supporting a positive employee experience. Unlike property and office managers, FMs also play a significant role in change management.

Key duties include maximizing efficiencies and sustainability, alongside creating a healthy and fulfilling work environment. These responsibilities remain essential, even as new complexities arise due to changes in the workplace.

Key roles and responsibilities of a facilities manager post-pandemic

The workplace has changed as a result of COVID-19, accelerating trends toward hybrid work and more sophisticated management systems. Hybrid workplace models, which combine in-office and remote work, are now the norm. This shift saves organizations money on real estate and upkeep but requires greater facility management skills and better software.

Hybrid work environments, such as activity-based workspaces, agile workspaces, office neighborhoods, and shift work, add layers of complexity. As employees return to the office, FMs must ensure that work environments and building services are updated, clean, attractive, and enticing.

New responsibilities for facilities managers

Specific facility management tasks have changed, now encompassing new:

• ​Technologies, including sensors, desk booking, space planning, and space management
• ​Procedures, such as improved move management
• ​Occupancy requirements and regulations requiring real-time management of space usage
• ​Safety requirements, especially with shared desks and workstations
• ​Decision-making duties related to change management
• ​Hybrid office spaces that require more planning and management

Facility managers are also responsible for ensuring all employees have access to necessary tools and communication, regardless of their work location.

New and old FM responsibilities

These new responsibilities must work alongside existing duties, which typically include:

• ​HVAC (heating, ventilation, and air conditioning)
• ​Building maintenance
• ​Grounds maintenance
• ​Waste disposal
• ​Lighting and security
• ​Space management
• ​Contract management
• ​Procurement
• ​Emergency and contingency planning

The pandemic has increased the pressure and importance of facility management teams. Many have implemented new technologies and software, such as desk booking/hoteling and occupancy tracking, adopting advanced management systems.

According to OfficeSpace CEO David Cocchiara, embracing technology helps organizations prepare for the new dynamic workplace, resulting in happier and more engaged employees.

The necessary new facilities management skills

The significance of facility managers within organizations has grown. FMs are now at the forefront, creating and implementing procedures that impact the future of organizations. They are expected to provide leadership and guidance on maintaining efficiency and safety.

Beyond technological proficiency, today's facility manager needs strong problem-solving, communication, and project management skills. Flexibility, adaptability, and a growth mindset are essential, as is a commitment to ongoing skill development.

IT, HR, and facilities managers are working more closely together to reopen offices and improve employee experience.

Facilities manager job descriptions of the future

Facility management is becoming more challenging, but demand for qualified FMs is growing as older professionals retire. The industry is projected to be worth $65.5 billion by 2025.

Facilities management education and certifications

Aspiring FMs typically need a high school diploma and a bachelor’s degree in management, engineering, business management, or a related field. Some institutions offer degrees specifically in facility and property management.

Specialized certifications are available for those interested in healthcare or educational facilities management. Organizations often seek certified facility managers (CFM), and ongoing training is recommended. Credentials such as the ProFM™ and resources from the International Facility Management Association (IFMA) can support career growth. Leadership and communication training, such as Dale Carnegie courses, can also be beneficial.

Facilities managers are stepping into leadership roles

The primary roles and responsibilities of a facilities manager have always included keeping teams happy and ensuring safe, efficient workspaces. Today, their work is increasingly critical to organizational success. Facility management tasks are more complex due to new ways of working, but modern management systems have evolved to help FMs manage effectively in a hybrid, post-pandemic environment.