How to Become a Facilities Coordinator (Mastering the Art of Order)
If you’ve ever envisioned managing facilities operations that support businesses or pondered on the requirements to become a Facilities Coordinator, you’re at the right destination.
In this guide, we’ll unveil the EXACT steps you need to undertake to kick-start your career as a Facilities Coordinator. We’ll discuss:
- The essential skills required.
- The educational background that can aid in your journey.
- How to secure a job as a Facilities Coordinator.
Whether you’re a novice in facilities management or a seasoned professional looking to advance, stay connected.
We’re about to lay bare the roadmap to becoming a Facilities Coordinator.
Let’s dive in!
Steps to Become a Facilities Coordinator
Step 1: Understand the Role of a Facilities Coordinator
A facilities coordinator is primarily responsible for overseeing and coordinating the day-to-day operations of a facility.
This may involve ensuring that the physical environment of a building or complex is maintained, managing services like cleaning and security, and coordinating office moves or changes.
They also ensure compliance with health and safety regulations and manage the upkeep of equipment and supplies.
In order to perform these tasks effectively, a facilities coordinator needs to have a good understanding of facilities management principles, strong organisational skills, and the ability to manage multiple tasks at once.
They also need to have good communication skills, as they often need to liaise with different departments, service providers, and employees.
Before pursuing a career as a facilities coordinator, it’s important to fully understand the role and its requirements.
You can do this by doing research online, talking to people who work in the field, or even shadowing a facilities coordinator to get a hands-on understanding of what the job involves.
Once you have a clear understanding of the role, you can then assess whether it aligns with your interests and skills and whether it’s a career path you’d like to pursue.
Step 2: Gain a Relevant Educational Background
Facilities Coordinators usually need to have a bachelor’s degree in business administration, facility management, or a related field.
These programs typically cover topics such as project management, real estate, law, and business ethics, all of which will be useful in this role.
However, if you already have significant experience in maintenance or construction, you may be able to become a Facilities Coordinator without a degree.
In this case, it would be beneficial to take courses in areas such as building codes, safety regulations, and environmental standards.
During your education, look for internships or part-time jobs that allow you to gain practical experience in facilities management.
This could include roles in a company’s facilities department, working for a property management company, or even a job in construction or maintenance.
Remember that in this role, you’ll be responsible for managing all aspects of a building’s operations, including maintenance, cleaning, security, and space planning.
Therefore, any experience you can gain in these areas will be very beneficial.
After completing your education, consider obtaining a certification from an organization such as the International Facility Management Association.
This can help to demonstrate your expertise and commitment to the field, and may improve your job prospects.
Step 3: Acquire Necessary Certifications
As a Facilities Coordinator, possessing the right certifications can elevate your career prospects and demonstrate your competence in the field.
The International Facilities Management Association (IFMA) offers a Certified Facility Manager (CFM) certification, which is globally recognized as a leading credential in facility management.
To qualify for this certification, you need to meet a certain combination of education and work experience requirements, followed by passing a comprehensive exam.
Another certification you might want to consider is the Facility Management Professional (FMP) credential, also offered by IFMA.
This certification is ideal for those who are new to the facilities management profession or transitioning into the field.
The program covers four core competencies: operations and maintenance, project management, finance and business essentials, and leadership and strategy.
In addition to these certifications, there are several other specialized certifications relevant to certain industries or specific aspects of facility management.
For example, the Building Operator Certification (BOC) focuses on energy-efficient building operations and sustainable maintenance practices.
As you obtain these certifications, you will be enhancing your knowledge, skills, and professional credibility, making you more attractive to potential employers.
Remember, the process of obtaining these certifications includes both coursework and exams, so be prepared to invest time and effort in this step of your career journey.
Step 4: Develop an Understanding of Facilities Management Systems
As a facilities coordinator, it is imperative to have a comprehensive understanding of Facilities Management Systems (FMS).
These systems are software tools used to manage facilities’ operations, maintenance, and repair.
Some common types of FMS include Computerized Maintenance Management Systems (CMMS), Integrated Workplace Management Systems (IWMS), and Building Information Modelling (BIM).
Start familiarizing yourself with the basics of these systems, their functionalities, and how they can be utilized to streamline and optimize facilities management.
You can explore various online resources, take relevant courses, or participate in industry seminars and workshops.
Some employers may provide on-the-job training for specific systems they use.
It’s beneficial to learn about how data input and tracking work in these systems, as well as understanding how to extract and analyze data for informed decision-making and operational efficiency.
Knowledge of FMS will equip you with the necessary skills to plan and coordinate facility operations effectively and efficiently, thereby making you a more desirable candidate for a facilities coordinator role.
Moreover, staying updated with the latest trends and technological advancements in FMS can help you stay competitive in the field.
Participating in professional facilities management organizations can provide you with resources and opportunities for continuing education and networking.
Step 5: Gain Practical Experience in Maintenance or Customer Service
Facilities Coordinators are often required to coordinate maintenance activities and interact with a wide range of people including staff, vendors and contractors.
This is why it’s crucial to gain practical experience in maintenance or customer service related roles.
Working in maintenance, you could gain hands-on experience with building systems and their upkeep.
This might involve working as a maintenance technician or assistant to get familiar with HVAC systems, plumbing, electrical systems, and general building maintenance procedures.
On the other hand, a role in customer service can help you to develop strong interpersonal skills and learn how to effectively manage and resolve conflicts.
You could work in a variety of settings, from call centers to retail environments, to understand the importance of customer satisfaction and how it influences the overall business operation.
Both types of experiences will provide you with invaluable practical knowledge and skills that you can apply in your career as a Facilities Coordinator.
Furthermore, it could prove advantageous when applying for the role, as employers often look for candidates who are well-rounded and have a blend of technical knowledge and people skills.
Another way to gain practical experience is through internships or apprenticeships in facilities management.
These opportunities not only provide hands-on experience but also help you establish valuable industry contacts and learn the ins and outs of the profession.
Step 6: Learn Project Management Skills
As a Facilities Coordinator, it’s essential to understand the fundamentals of project management since the role often involves handling multiple facilities-related projects simultaneously.
Knowledge of project management principles can provide you with the tools to plan, coordinate, and oversee these projects from start to finish, ensuring that they are completed on time, within budget, and to the specified quality standards.
You can learn project management skills in various ways.
One of the most effective methods is by enrolling in a project management course or certification program.
There are numerous online and in-person project management courses available, including the Project Management Professional (PMP) certification, which is recognized worldwide.
Aside from formal education, gaining hands-on experience is also vital.
Volunteering or interning on a project team can provide you with practical experience and a deeper understanding of how to manage projects effectively.
It’s also beneficial to use project management software tools, like Microsoft Project or Asana, to get used to the digital aspect of managing projects.
Finally, as a Facilities Coordinator, it’s crucial to possess excellent communication, problem-solving, and organizational skills, all of which are essential components of successful project management.
Developing these skills will not only help you manage projects more efficiently but also enable you to interact effectively with team members, vendors, and stakeholders.
Step 7: Develop Your Interpersonal and Communication Skills
As a facilities coordinator, you will be interacting with a wide range of people, including property owners, maintenance staff, contractors, and various departments within your organization.
Therefore, it is essential to develop your interpersonal and communication skills.
This will enable you to communicate effectively, manage conflicts, negotiate contracts, and maintain good relations with all stakeholders.
You could consider taking communication or management classes, participating in workshops or seminars, or even volunteering in a role that requires a lot of interaction with others.
Remember, good interpersonal and communication skills are not only about speaking clearly and persuasively, but also about listening effectively and being able to understand and respond to the needs and concerns of others.
Furthermore, as a facilities coordinator, you may often need to present reports or explain complex information related to facilities management in a simple and understandable way.
Therefore, developing your skills in technical communication and public speaking could be very beneficial.
In addition, the ability to work collaboratively in a team, manage time effectively, and adapt to changing situations are also crucial skills for a facilities coordinator.
So, always seek opportunities to improve these skills and become a more effective communicator and team player.
Step 8: Get Familiar with Health and Safety Regulations
As a Facilities Coordinator, a strong understanding of health and safety regulations is vital.
This includes knowledge of local, state, and federal laws and guidelines related to building and workplace safety.
These regulations cover areas such as fire safety, air quality, hazardous materials, and employee safety protocols.
By familiarizing yourself with these regulations, you will be able to ensure that the facility you manage is in compliance and provides a safe environment for all occupants.
This involves conducting regular safety audits, coordinating safety training for employees, and implementing corrective actions when necessary.
You can gain this knowledge through various sources, such as professional training programs, industry seminars, or online courses dedicated to health and safety regulations.
Continuous education is key, as these regulations often change and update over time.
In addition, you may also consider obtaining certification in health and safety management, such as the Occupational Safety and Health Administration (OSHA) certification in the United States.
This certification can enhance your credibility as a Facilities Coordinator and potentially open up more job opportunities.
Step 9: Network with Facilities Management Professionals
Building a strong network with other facilities management professionals can be beneficial for your career as a Facilities Coordinator.
This can expose you to a wider range of ideas and practices in your field, provide you with professional guidance, and open up opportunities for future career growth.
You can start by joining professional organizations such as the International Facilities Management Association (IFMA) and attending their seminars, meetings, and conventions.
This will give you the opportunity to meet other facilities coordinators, managers, and other industry professionals.
Additionally, consider joining online forums, LinkedIn groups, or other social media platforms related to facilities management.
These platforms allow you to connect with professionals from around the world, share insights, ask questions, and gain valuable advice.
Remember to also take advantage of networking opportunities within your own organization.
This can include attending company-wide meetings, participating in cross-departmental projects, and regularly communicating with staff from different departments.
Networking is not just about taking, but also giving.
Be willing to share your own experiences and insights, help others when possible, and maintain a positive, professional relationship with your connections.
This mutual support can help build your reputation within the industry, making you a more attractive candidate for promotions or new opportunities.
Step 10: Apply for Facilities Coordinator Positions
Once you have gained the relevant education and experience, you can begin to apply for Facilities Coordinator positions.
Start by conducting an extensive job search.
This can involve researching online on job boards, career websites, and LinkedIn. Also, consider reaching out to your professional network, as they may have leads on open positions.
When you find a job that matches your qualifications and interests, prepare a resume and cover letter tailored to the specific role.
Highlight your relevant education, certifications, experience, and skills that make you a strong candidate for the Facilities Coordinator position.
Before sending your application, review the job description carefully.
Ensure you understand the tasks and responsibilities involved, and reflect on how your background and skills align with them.
Sometimes, employers might be looking for additional skills or competencies, such as project management or negotiation skills, so be sure to address these in your application.
After submitting your application, prepare for potential interviews.
Practice answering common interview questions and be ready to provide examples from your past experience that demonstrate your skills and abilities.
Also, consider preparing a few questions of your own to show your interest in the position and the company.
Lastly, remember to follow up after your interviews to show your continued interest in the position and to keep yourself fresh in the minds of the hiring team.
Facilities Coordinator Roles and Responsibilities
Facilities Coordinators manage building maintenance and services.
Their role involves overseeing and coordinating the day-to-day operational aspects of a company’s facilities, ensuring that the organization has the most suitable working environment for its employees and activities.
They have the following roles and responsibilities:
Facility Maintenance and Management
- Oversee and coordinate the daily operation of facilities.
- Manage and maintain facilities equipment, furniture, and other assets.
- Ensure facilities meet health and safety standards.
Contract and Vendor Management
- Negotiate contracts with vendors and suppliers for facilities services.
- Supervise and coordinate the work of contractors and service providers.
- Ensure service providers comply with contractual obligations.
Inventory Management
- Oversee the management and distribution of facilities supplies.
- Conduct regular inventory audits to track assets and supplies.
- Order and replenish supplies as needed.
Project Management
- Plan and coordinate facility expansion or modification projects.
- Manage budget and schedule for facilities projects.
- Coordinate with internal teams and external contractors to ensure project completion.
Emergency Preparedness and Response
- Develop and implement emergency response plans.
- Coordinate response efforts in the event of an emergency or disaster.
Compliance and Regulatory Standards
- Ensure compliance with local, state, and federal regulations regarding building operations and maintenance.
- Stay up-to-date with changes in regulations and industry standards.
Environment and Sustainability
- Implement and maintain sustainability practices in facility operations.
- Promote energy efficiency and reduction of environmental impact.
Administrative Support
- Provide administrative support for facilities management.
- Prepare and maintain records, reports, and documents related to facilities operations.
Communication
- Coordinate and communicate with employees regarding facility-related issues and updates.
- Communicate effectively with vendors, contractors, and management.
Continuous Learning
- Keep abreast of new developments and technology in facilities management.
- Attend seminars, workshops, and training programs to expand knowledge and skills.
What Does a Facilities Coordinator Do?
A Facilities Coordinator typically works for various types of businesses and organizations, where they manage and oversee the physical infrastructure.
They are responsible for coordinating the maintenance and repair of office or building systems, such as heating, electrical, plumbing, and ventilation.
They also manage contracts with vendors that provide services such as cleaning, maintenance, and security.
In addition, Facilities Coordinators often supervise and coordinate the work of custodial or maintenance staff.
They may also be involved in planning and implementing safety procedures and protocols within the facility.
They play a crucial role in ensuring that the physical environment of the facility meets the needs of the employees, customers, or residents and complies with safety standards and regulations.
Facilities Coordinators often deal with emergencies or urgent issues, such as equipment breakdowns or security breaches, requiring them to solve problems quickly and effectively.
They may also participate in the planning and execution of facility renovations, relocations, or expansions, ensuring that these projects are completed on time and within budget.
Overall, their role is instrumental in maintaining a safe, clean, and efficient environment for all facility users.
Essential Facilities Coordinator Skills
- Communication: A facilities coordinator must effectively communicate with personnel at all levels, from maintenance staff to executives, to ensure that all facility operations run smoothly.
- Organizational Skills: Juggling multiple tasks at once, managing schedules, and maintaining a comprehensive inventory of facility resources requires excellent organizational skills.
- Maintenance Knowledge: Understanding how building systems work and how to maintain them is essential. This includes HVAC, electrical, plumbing, and security systems.
- Problem-Solving: Facilities coordinators face a variety of challenges, from equipment breakdowns to scheduling conflicts. They need to be able to quickly identify problems and develop practical solutions.
- Project Management: Coordinating renovations, installations, and other major projects requires strong project management skills, including planning, budgeting, and overseeing execution.
- Vendor Management: Facilities coordinators often work with external vendors for services such as cleaning, landscaping, and repairs. They need to be able to negotiate contracts, manage relationships, and ensure that vendors meet their obligations.
- Health and Safety Regulations: Knowledge of local and national health and safety regulations is crucial to ensure the facility’s compliance and to create a safe work environment.
- Technical Skills: Basic knowledge of tools and equipment used in facility maintenance can be very useful. In addition, the ability to use facility management software is increasingly important.
- Budgeting: Facilities coordinators often handle the budget for facility operations, so understanding how to allocate resources effectively and keep costs under control is key.
- Teamwork: Facilities coordinators often work with a team of maintenance staff, cleaners, and other personnel. They need to be able to work effectively within a team and foster a collaborative environment.
- Adaptability: Facilities coordinators often need to adjust quickly to changing circumstances, such as equipment failures or emergencies. Adaptability and resilience are critical in these situations.
- Attention to Detail: Overlooking small details can lead to major problems in a facility, so a sharp eye for detail is critical.
- Customer Service: Facilities coordinators often deal directly with employees or tenants in the building. Strong customer service skills help ensure that all parties are satisfied with the facility’s conditions and services.
- Sustainability Practices: Understanding and implementing sustainable practices can improve the facility’s environmental footprint and potentially reduce costs.
- Time Management: Managing a facility often involves juggling multiple tasks and deadlines at once. Strong time management skills are crucial to ensure that everything gets done efficiently and effectively.
Facilities Coordinator Career Path Progression
The Foundation: Junior Facilities Coordinator
The first step in your journey is usually the role of a Junior Facilities Coordinator.
In this position, you’re tasked with assisting in the management and maintenance of a facility.
You’re absorbing knowledge and gaining practical experience.
Some of your responsibilities may include assisting with minor repairs, coordinating with external contractors, and ensuring that the facility is clean, safe, and functional.
Here are some tips to succeed in this role:
- Learn Continuously: Keep yourself updated with the latest best practices in facilities management and maintenance.
- Seek Mentorship: Be open to learning from experienced facilities coordinators and managers.
- Be Proactive: Take initiative in identifying potential problems and proposing solutions.
The Ascent: Facilities Coordinator
With experience and increasing responsibility, you’ll transition into the role of a Facilities Coordinator.
You’ll be in charge of more complex maintenance tasks, managing service contracts, and ensuring the facility operates smoothly.
Here’s how to excel in this stage:
- Problem Solving: Enhance your ability to troubleshoot and solve facility-related issues.
- Collaboration: Work effectively with team members, contractors, and other stakeholders.
- Organization: Be meticulous in scheduling and keeping track of maintenance activities and contracts.
Reaching New Heights: Senior Facilities Coordinator
The next level in your career path is the Senior Facilities Coordinator position.
At this stage, you’ll have a deeper understanding of facilities management, you’ll oversee larger facilities or multiple facilities, and guide your team in maintaining the premises.
To be successful as a Senior Facilities Coordinator:
- Mentorship: Share your knowledge and experience with junior coordinators.
- Strategic Thinking: Plan for future facility needs and potential improvements.
- Leadership: Lead your team effectively and ensure smooth operations.
Beyond the Horizon: Facilities Manager and Beyond
Further progression in your career could lead to roles such as Facilities Manager, Director of Facilities, or even VP of Operations.
These roles involve managing larger facilities, multiple locations, or entire regions, and making strategic decisions about facility operations.
Here’s what to focus on:
- Management Skills: As you move into management, develop strong leadership, communication, and strategic planning skills.
- Budgeting: Learn to manage the budget for facility operations, maintenance, and improvements.
- Innovation: Stay ahead of trends in facilities management, such as sustainability and automation.
Pinnacle of Success: Director of Operations or VP of Operations
Reaching the top echelons of the Facilities Coordinator career path, you may find yourself in roles like Director of Operations or VP of Operations.
In these positions, you’ll oversee all operational aspects of an organization, including facilities management, and make strategic decisions that impact the entire company.
Facilities Coordinator Salary
Entry-Level Facilities Coordinator
- Median Salary: $35,000 – $45,000 per year
- Entry-level facilities coordinators typically have 0-2 years of experience and may hold associate’s or bachelor’s degrees in facilities management or related fields. They are responsible for basic maintenance and operational tasks.
Mid-Level Facilities Coordinator
- Median Salary: $45,000 – $60,000 per year
- Mid-level facilities coordinators have 2-5 years of experience and often take on more complex responsibilities such as vendor management, contract negotiation, and safety compliance.
Senior Facilities Coordinator
- Median Salary: $60,000 – $80,000 per year
- Senior facilities coordinators possess 5+ years of experience and are responsible for strategic planning, budgeting, and leading projects. They often oversee a team of facilities staff.
Facilities Manager / Director of Facilities
- Median Salary: $75,000 – $100,000+ per year
- These roles come with significant experience and often involve overseeing all building-related activities, ensuring that the facilities are safe, up to code, and fully operational. They also include team leadership and budget management.
VP of Facilities / Facilities Executive
- Median Salary: $100,000 – $150,000+ per year
- These high-level positions require extensive experience, and deep expertise in facilities management. They often involve setting strategies for the company’s physical infrastructure and real estate portfolio.
Facilities Coordinator Work Environment
Facilities Coordinators often work in a variety of settings such as corporate offices, schools, hospitals, and shopping centers.
Their role involves ensuring the smooth operation of the facility they’re in charge of, which might require them to be on site most of the time.
A typical workday could involve a mix of desk work, such as planning and scheduling maintenance tasks, and field work, like inspecting the physical condition of the facility.
Depending on the size and nature of the facility, a Facilities Coordinator may be part of a larger team, or could be the sole person in charge of managing the facility.
Therefore, their work schedule might range from regular office hours to having on-call duties for emergencies.
Facilities Coordinators often need to interact with a diverse range of people, from maintenance staff to senior management, thus requiring good interpersonal and communication skills.
With experience and a proven track record, a Facilities Coordinator may progress to a Facilities Manager role, or could choose to specialize in a particular area, such as sustainability or space planning.
FAQs About Becoming a Facilities Coordinator
What qualifications do I need to become a Facilities Coordinator?
To become a Facilities Coordinator, you would typically need at least a high school diploma, although some employers may require a bachelor’s degree in facilities management, business administration or a related field.
Relevant experience in facilities, property management, or a related field is often necessary.
Besides, obtaining a certification from professional bodies such as the International Facility Management Association (IFMA) could enhance your employability.
Key skills include problem-solving, project management, communication, and customer service skills.
How can I gain experience to become a Facilities Coordinator?
You can gain experience by starting in an entry-level position within facilities or property management.
This could involve roles such as maintenance technician, administrative assistant, or property assistant.
Over time, with the accumulation of experience and knowledge, you can progress to a Facilities Coordinator role.
Internships in facilities management or volunteering for related responsibilities in an organization can also provide valuable experience.
What are the daily tasks of a Facilities Coordinator?
A Facilities Coordinator is responsible for the day-to-day operations of a building or facility.
Tasks can include coordinating maintenance and repairs, ensuring compliance with health and safety regulations, managing space planning and office moves, liaising with contractors and suppliers, addressing staff queries regarding the facility, and overseeing facility improvement projects.
Is the role of a Facilities Coordinator stressful?
Like any job role, being a Facilities Coordinator can have its stressful moments, especially when dealing with unexpected facility issues or coordinating complex projects with tight deadlines.
However, the role also offers a sense of accomplishment and variety that many find appealing.
Good time management, problem-solving skills, and the ability to prioritize tasks can help manage the stress.
What are the career prospects for a Facilities Coordinator?
The career prospects for a Facilities Coordinator are generally positive.
With experience and continued professional development, Facilities Coordinators may progress to higher-level roles such as Facilities Manager, Director of Facilities, or Operations Manager.
The need for efficient and safe running of facilities across various industries means there is typically a steady demand for these roles.
The emergence of smart buildings and sustainable practices also opens up new avenues in this field.
Conclusion
And there you have it.
Embarking on a journey to become a facilities coordinator may seem like a daunting task, but it is undoubtedly rewarding.
Equipped with the right skills, education, and resilience, you’re well on your way to making a significant impact in the world of facility management.
Remember, the path may be rigorous, but the opportunities are endless. Your effective coordination could lead to the smooth operation and efficiency of a facility that impacts how people live, work, and interact.
So, take that first step. Immerse yourself in knowledge. Connect with industry professionals. And most importantly, never stop coordinating.
Because the world is waiting for your organizational skills and strategic thinking.
And if you’re looking for personalized guidance on starting or advancing your career in facilities coordination, explore our AI Career Path Advisor.
This complimentary tool is designed to offer tailored advice and resources to help you navigate your career path effectively.
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