Facilities Management Assistant Job Description [Updated for 2025]

In today’s modern world, the demand for Facilities Management Assistants has never been greater.

As our physical spaces evolve, the need for skilled individuals who can manage, maintain, and safeguard our facilities infrastructure continues to grow.

But what exactly is expected from a Facilities Management Assistant?

Whether you are:

• A job seeker trying to understand the ins and outs of this role,
• A hiring manager conceptualizing the perfect candidate,
• Or simply interested in the operations of facilities management,

You’re in the right place.

Today, we present a customizable Facilities Management Assistant job description template, designed for seamless posting on job boards or career sites.

Let’s dive right in.

Facilities Management Assistant Duties and Responsibilities

Facilities Management Assistants assist in the management of building infrastructure, services, and surrounding grounds.

They work closely with facilities managers to ensure the workplace meets the needs of employees and provides a safe and efficient environment to work.

Facilities Management Assistants have the following duties and responsibilities:

• Assist in the management of building maintenance schedules and operations
• Support the Facilities Manager in planning and managing facilities projects, including renovations, office moves, and building improvements
• Coordinate with vendors and contractors to ensure services are performed according to contracts and service agreements
• Monitor facilities to ensure safety, cleanliness, and compliance with regulations and standards
• Inspect and maintain building systems such as heating, ventilation, and air conditioning (HVAC), plumbing, electrical, and others as required
• Assist in the management of building security, including managing access controls and security systems
• Respond to facilities-related issues and emergencies promptly, ensuring minimal disruption to operations
• Help maintain an inventory of office supplies and equipment, and arrange for repairs or replacements when necessary
• Support in the development and implementation of facilities management policies and procedures

 

Facilities Management Assistant Job Description Template

Job Brief

We are searching for an organized and detail-oriented Facilities Management Assistant to join our team.

In this role, you will assist in the day-to-day operations of our facilities, ensuring a safe, clean, and comfortable environment for staff and visitors.

Responsibilities will include assisting with maintenance requests, coordinating with vendors, managing inventory, and ensuring compliance with health and safety regulations.

The ideal candidate will have experience in facilities management, strong problem-solving skills, and the ability to multitask effectively.

 

Responsibilities

• Assist with maintenance and repair tasks around the facility
• Coordinate with vendors and contractors to ensure timely and quality service
• Help manage inventory of supplies and equipment
• Ensure compliance with health and safety regulations
• Assist in the preparation and control of facilities budget
• Coordinate space planning and office moves
• Provide administrative support to the Facilities Manager
• Respond to employee and visitor inquiries regarding facility operations
• Maintain facility cleanliness and orderliness

 

Qualifications

• Previous experience in facilities management or a similar role
• Knowledge of basic maintenance tasks and equipment
• Good understanding of health and safety regulations
• Strong organizational and multitasking abilities
• Ability to work independently and as part of a team
• Good communication and interpersonal skills
• High school diploma; degree in Facility Management or relevant field is a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Facilities Management Assistant
• Work Environment: This role primarily operates in a professional office environment and involves frequent walking, bending, and lifting of items up to 50 pounds.
• Reporting Structure: Reports to the Facilities Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $32,500 minimum to $45,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Facilities Management Assistant Do?

A Facilities Management Assistant works under the supervision of a Facilities Manager to ensure that a building’s environment is safe, clean, and functional.

They work across a variety of sectors, including businesses, schools, hospitals, and more.

They are involved in both strategic planning and day-to-day operations, particularly in relation to buildings and premises.

Their tasks may include ensuring that the facility is operating as it should on a daily basis, dealing with emergencies as they arise, and planning for future development.

Facilities Management Assistants assist in managing all the services that support the core business of the organization.

This may include managing areas like parking lots, cleaning, security, and building maintenance.

They are responsible for coordinating and overseeing essential services such as reception, security, maintenance, mail, as well as utilities and communications infrastructure.

Facilities Management Assistants may also be involved in procurement and contract management, overseeing services such as cleaning, catering, and utilities supply.

In addition, they help ensure the organization complies with health and safety requirements and that facilities adhere to legislation and environmental standards.

They may also assist in managing budgets, ensuring cost-effectiveness, and supervising multi-disciplinary teams of staff including cleaning, maintenance, grounds, and security.

Finally, they often play a role in strategic planning, project management, and even space management within the organization.

 

Facilities Management Assistant Qualifications and Skills

A Facilities Management Assistant should possess a variety of technical skills, soft skills, and sector knowledge to manage and maintain facilities, including:

• Technical understanding of building systems, including heating, ventilation, and air conditioning (HVAC), electrical and plumbing systems.
• Strong organizational skills to effectively manage multiple tasks and prioritize work for the maintenance and repair of facility systems.
• Problem-solving skills to efficiently identify and resolve issues that may arise in the facility.
• Excellent communication skills to liaise with team members, contractors, and other stakeholders, as well as to report to the Facilities Manager.
• Physical abilities to perform tasks that may involve lifting, climbing or crawling.
• Knowledge of health and safety regulations to ensure the facility complies with legal standards and provides a safe environment for all occupants.
• Customer service skills for interacting with facility users and addressing their needs and complaints.
• Basic skills in using computerized maintenance management systems (CMMS) and other facility-related software.

 

Facilities Management Assistant Experience Requirements

Facilities Management Assistants are typically required to have at least 1 to 2 years of experience in a similar role or in the field of facilities management.

This experience can be gained through internships, temporary roles, or part-time positions where they would gain exposure to a variety of tasks related to the maintenance and upkeep of buildings and facilities.

Candidates with more than 3 years of experience often have a comprehensive understanding of the workings of mechanical, electrical, and plumbing systems.

They have developed their skills in maintaining these systems, managing vendors, and adhering to safety regulations.

Their experience may also involve coordinating with different departments within the organization.

Those with more than 5 years of experience are likely to have leadership experience and are well-equipped to handle crisis situations, plan preventive maintenance, and oversee the budgeting for their department.

They may also have experience in implementing sustainability practices and managing large-scale projects.

Some roles might require the Facilities Management Assistant to have specific certifications or advanced knowledge in areas like environmental health and safety, project management, or HVAC systems.

 

Facilities Management Assistant Education and Training Requirements

Facilities Management Assistants typically have a high school diploma or equivalent.

However, many employers prefer candidates with an associate’s degree or a bachelor’s degree in facilities management, business management, or a related field.

There are also specific courses and certifications in facilities management that can provide the necessary theoretical and practical knowledge.

Such courses cover various aspects including operations and maintenance, project management, environmental sustainability, and health and safety regulations.

Facilities Management Assistants need to be familiar with building systems, maintenance procedures, and regulatory compliance.

Therefore, relevant work experience in facility management or building maintenance can be advantageous.

Some employers may require Facilities Management Assistants to have certifications such as the Certified Facility Manager (CFM) or Facility Management Professional (FMP) credentials.

These certifications demonstrate the assistant’s competency and commitment to the field.

On-going professional development and training are also crucial in this role due to the constantly evolving regulations, technologies, and best practices in facilities management.

 

Facilities Management Assistant Salary Expectations

A Facilities Management Assistant can expect to earn an average salary of $41,628 (USD) per year.

The actual income can fluctuate depending on factors such as experience, qualifications, the size and type of the facility, and the location in which they work.

 

Facilities Management Assistant Job Description FAQs

What skills does a Facilities Management Assistant need?

Facilities Management Assistants need excellent organizational and communication skills to effectively coordinate and supervise maintenance tasks.

They should be adept at multi-tasking and have strong problem-solving abilities to address facility-related issues promptly.

In addition, knowledge of health and safety regulations is crucial for maintaining a safe work environment.

 

Do Facilities Management Assistants need a degree?

While a high school diploma is typically sufficient for entry-level positions, many employers prefer Facilities Management Assistants with a bachelor’s degree in facilities management, business administration, or a related field.

Certifications offered by professional organizations such as the International Facility Management Association (IFMA) can further increase job prospects.

 

What should you look for in a Facilities Management Assistant’s resume?

Look for evidence of prior experience in facility maintenance or management, which can indicate a familiarity with the responsibilities of the role.

Any certifications, such as Certified Facility Manager (CFM) or Facility Management Professional (FMP), would also be beneficial.

Skills like project management, budgeting, and knowledge of health and safety regulations are also desirable.

 

What qualities make a good Facilities Management Assistant?

A good Facilities Management Assistant is highly organized, with the ability to manage multiple tasks and prioritize them effectively.

They should be proactive, with strong problem-solving skills to address and prevent facility-related issues.

Excellent communication skills are also important, as they often need to liaise with different departments, vendors, and contractors.

 

What are the typical duties of a Facilities Management Assistant?

Facilities Management Assistants typically support the Facilities Manager in ensuring that the buildings and services meet the needs of the people that work in them.

This may include managing cleaning, security, parking, and maintenance services, coordinating with vendors and contractors, assisting with office moves and layout changes, and ensuring compliance with health and safety regulations.

 

Conclusion

So there you have it.

Today, we’ve shed some light on the pivotal role of a facilities management assistant.

And guess what?

It’s not just about maintaining buildings.

It’s about ensuring a smooth-running, efficient environment that facilitates growth and productivity.

With our handy facilities management assistant job description template and real-world examples, you’re fully equipped to take the next step.

But why stop there?

Dig deeper with our job description generator. It’s your ultimate tool for perfecting those job listings or refining your resume to perfection.

Remember:

Every task you accomplish as a facilities management assistant contributes to the larger organizational ecosystem.

Let’s create that efficient, productive future. Together.

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