How to Become a Facilities Manager (Lead, Don’t Just Labor)

If you’ve ever dreamed of overseeing the operation and maintenance of complex facilities, or wondered what it takes to become a facilities manager, you’re in the right place.

In this guide, we’ll explore the EXACT steps you need to take to launch your career as a facilities manager. We’ll discuss:

The skills you need.
The education that can assist your journey.
How to secure a job as a facilities manager.

So, whether you’re a management beginner or an experienced professional looking to level up, stay tuned.

We’re about to dive deep into the blueprint to become a facilities manager.

Let’s get started!

Contents show

Steps to Become a Facilities Manager

Step 1: Understand the Role of a Facilities Manager

Before starting your journey towards becoming a Facilities Manager, it is important to thoroughly understand the role.

Facilities Managers are responsible for the maintenance and upkeep of buildings, ensuring they meet legal requirements and health and safety standards.

They manage services such as cleaning, security, and parking, to ensure the surrounding environment is in a suitable condition to work.

Facilities Managers may also be in charge of managing budgets, overseeing contractors, and coordinating space management.

They are often responsible for ensuring that the infrastructure of a building or complex is safe, up-to-date, and running smoothly.

This role requires a combination of hard skills like project management and soft skills like leadership and communication.

In addition, knowledge of health and safety laws, environmental regulations, and the basics of building maintenance is essential.

Having a clear understanding of these responsibilities will not only help you decide if this is the right career path for you, but it will also guide your educational and professional decisions as you move forward.

Step 2: Gain Educational Background

To become a facilities manager, you typically need a bachelor’s degree in a field such as business administration, project management, or facilities management.

There are also degrees in fields like engineering or architecture that can be beneficial if you plan to work in a specific type of facility, like a hospital or an office building.

During your studies, you should focus on subjects that cover operations and maintenance, project management, business finance, and contract management.

You will learn about the principles and practices in managing the physical environment, including maintenance, energy management, space planning, and real estate.

It’s also beneficial to take courses in environmental sustainability, as many facilities managers today are tasked with making buildings more energy-efficient and less wasteful.

Some schools also offer specialized facilities management programs, which can provide you with more focused training in areas like electrical systems, HVAC systems, or plumbing.

You can also pursue a master’s degree in facilities management or a related field if you want to aim for higher-level positions or if you want to specialize in a specific area, such as healthcare facilities management.

Further, some colleges and universities offer certificate programs in facilities management.

These programs can be useful if you already have a degree in another field but are interested in transitioning into facilities management.

They can also be useful if you’re already working in facilities management and want to upgrade your skills.

Step 3: Acquire Relevant Experience

Gaining practical experience in facilities management is key to pursuing this career path.

You can start by working in entry-level roles in facilities or operations departments, such as a maintenance worker, project coordinator, or assistant facilities manager.

This provides you with a firsthand understanding of the daily tasks and responsibilities involved in managing a facility.

While working, pay attention to the various aspects of the job such as maintenance planning, space optimization, safety regulations and managing service contracts.

This will help you understand the intricacies of the role.

Additionally, you will also learn about how to manage and coordinate with various teams including security, cleaning, maintenance, and IT services.

At this stage, you should also start honing your leadership and management skills as they are integral to the role of a facilities manager.

Prioritizing tasks, managing budgets, and effectively communicating with team members are some skills you should strive to develop.

Furthermore, some positions may require knowledge of specific technologies or software used in facilities management.

Therefore, gaining experience with such tools during your early career stages can be beneficial.

Remember, the goal is not just to accumulate years of experience, but to gain a diverse range of experiences that will build your skills and make you a more effective facilities manager.

You can then leverage this experience to progress to higher-level roles within facilities management.

Step 4: Develop Technical and Soft Skills

In order to excel as a facilities manager, you will need to develop both technical and soft skills.

Technical skills include understanding of building systems, property management, emergency preparedness, project management, and knowledge of environmental and health safety protocols.

You may also need to be familiar with various types of software used in facilities management, including Computer-Aided Facility Management (CAFM) systems, Integrated Workplace Management Systems (IWMS), and Building Information Modeling (BIM) software.

Your soft skills, or interpersonal skills, are equally as important.

These skills include leadership, communication, problem-solving, and customer service.

As a facilities manager, you will often be coordinating with various staff members and outside contractors, so being able to effectively communicate and lead is vital.

Problem-solving skills are important because facilities managers often face unexpected issues that need to be handled swiftly and effectively.

Customer service skills are also key as you will be dealing with occupants of the facility, ensuring their needs and expectations are met.

There are various ways to develop these skills.

Consider taking courses or workshops, attending industry conferences, and seeking mentorship from experienced facilities managers.

Remember, these skills are just as important as your educational qualifications, and can greatly enhance your career progression in the field of facilities management.

Step 5: Get Certified

Gaining certification in facilities management can help you stand out among other job applicants and can also lead to greater job responsibilities and higher pay.

There are several important certifications you may consider obtaining, including the Certified Facility Manager (CFM) designation offered by the International Facility Management Association (IFMA), or the Facility Management Professional (FMP) and Sustainability Facility Professional (SFP) certifications.

The CFM certification is considered the industry standard and demonstrates your competence in the field.

It requires a certain amount of work experience and education in facility management, as well as passing a comprehensive exam.

The FMP and SFP certifications are more specialized.

The FMP focuses on the core skills of facilities management, while the SFP focuses on sustainable practices in facility management.

It’s important to note that these certifications aren’t a one-time process.

You will need to continue your professional development and renew your certification every few years.

This often involves completing a certain number of continuing education units (CEUs) in your field.

Having these certifications on your resume can be a key differentiator and can open up a wider range of job opportunities within the field of facilities management.

Step 6: Network with Professionals

As a budding facilities manager, it is important to create and maintain connections with professionals in your field.

Networking can help you gain insights about the industry, learn about potential job openings before they’re advertised, and receive helpful advice and feedback from experienced facilities managers.

You can start by attending industry conferences, seminars, and workshops related to facility management.

These events are great opportunities to meet industry leaders and learn about the latest trends and best practices in facility management.

Don’t hesitate to introduce yourself and ask questions.

Join professional organizations, such as the International Facility Management Association (IFMA), which offer networking events and resources to their members.

Such organizations also often offer continuing education and certification opportunities which can boost your profile as a professional.

Additionally, consider creating a LinkedIn profile if you haven’t already.

This will enable you to connect with professionals across the globe, participate in relevant group discussions, and stay updated about industry news and trends.

Remember, networking is not just about getting job opportunities, it’s about building relationships.

Be genuine, show interest in others, and offer help when you can.

This will make you a well-respected member of your professional community.

Step 7: Pursue an Internship or Apprenticeship

To gain hands-on experience in the facilities management industry, consider pursuing an internship or apprenticeship.

This practical experience will provide you with the opportunity to apply the theories and principles you have learned in your courses.

Internships are generally short-term and can often be completed while you are still in school.

They offer an excellent opportunity to work within a professional environment and learn from experienced facility managers.

Internships often involve a variety of tasks, from managing maintenance schedules to negotiating contracts with vendors.

Apprenticeships, on the other hand, are usually longer and more in-depth, providing a more immersive experience.

As an apprentice, you will work under the supervision of an experienced facility manager and gain knowledge about all aspects of the job, from operational procedures to compliance issues.

Whether you choose an internship or apprenticeship, both will provide you with valuable insights and experience, making you a strong candidate when you start applying for full-time positions.

It will also give you the opportunity to build a network of professional contacts, which can be beneficial for your future career.

Step 8: Explore Specialization Options

As a Facilities Manager, you have several areas in which you can choose to specialize, depending on your interests and career goals.

Some popular specializations include building management, environmental and sustainability management, space planning, or equipment and machinery management.

You might also choose to specialize in a particular sector, such as healthcare, education, or corporate facilities management.

For instance, if you’re interested in sustainability and environmental impact, you could focus on managing facilities in a way that minimizes their carbon footprint.

Alternatively, if you have a passion for education, you could manage school or university facilities.

It’s important to choose a specialization that aligns with your interests, as this will make your work more fulfilling and could also provide you with more advancement opportunities.

You can explore different options through professional development courses, trade publications, or by seeking mentorship from experienced facilities managers.

These resources can provide valuable insights into the day-to-day responsibilities in each specialization and help guide your decision.

Remember, specializing doesn’t mean you’re limited to that area forever.

Many skills are transferable, and with experience, you can pivot into different areas of facilities management.

Step 9: Stay Current with Regulations and Technologies

As a Facilities Manager, it’s vital to keep yourself updated with the latest regulations and technologies in your field.

Regulatory standards and guidelines often evolve over time, and it’s your responsibility to ensure that your organization is consistently in compliance.

This could relate to building codes, environmental regulations, safety standards, or accessibility requirements.

Failure to comply with these regulations can lead to fines, penalties, and even legal action against your organization.

In addition to staying current with laws and regulations, you should also keep up-to-date with the latest technologies related to facilities management.

This could include new software or hardware, advancements in energy efficiency, or innovative construction materials and methods.

Being knowledgeable about these developments can help you find new ways to improve your facilities’ operations, save costs, and increase sustainability.

You can stay current in both these areas by reading industry publications, attending conferences, participating in professional organizations, or completing continuing education courses.

In a rapidly changing field like facilities management, continuing to learn and grow is essential to maintaining a successful and effective career.

Step 10: Apply for Facilities Management Positions

Once you have gained the necessary educational qualifications and skills, it’s time to start applying for facilities management positions.

You can search for job openings on various job search websites, company websites, or career fairs.

You may also use networking to find out about unadvertised positions.

It’s crucial to tailor your resume and cover letter to each position you apply for, highlighting your skills and experiences that are most relevant to the job.

Facilities management roles can vary significantly, so it’s important to read the job description carefully and align your application to it.

Before applying, make sure to research the company.

Understanding their values, goals, and the way they operate can help you align your application and interview responses to what the company is looking for.

Prepare for the job interview by reviewing common interview questions and practicing your responses.

Be ready to provide examples of your previous work and how you handled specific situations.

You should also prepare questions to ask the interviewer to show your interest in the role and the company.

Persistence is key in the job search.

If you don’t get hired for the first position you apply for, keep applying.

With each application and interview, you gain more experience and become a stronger candidate.

Step 11: Continue Professional Development

As a Facilities Manager, continuing professional development is integral to keep pace with the fast-evolving industry standards and practices.

This can be achieved by participating in training workshops and industry conferences, acquiring new certifications, or even pursuing higher education related to your role, such as a master’s degree in Facilities Management or Business Administration.

You can also focus on developing soft skills, such as leadership, project management, negotiation, and strategic planning, which are valuable for a Facilities Manager.

This will not only enhance your existing skill set but also keep you abreast of the latest trends, technologies, and regulatory changes in the field.

Joining professional organizations, like the International Facility Management Association (IFMA), can provide networking opportunities, access to resources, and professional development courses.

These activities not only contribute to your job performance but also increase your chances of career advancement in the facilities management field.

Remember, learning is a lifelong process, and staying updated is the key to success in any profession.

As a Facilities Manager, making a commitment to continuous learning will help you adapt to new challenges and meet the ever-changing demands of your role.

Facilities Manager Roles and Responsibilities

Facilities Managers ensure that all physical assets within a company’s premises are operating efficiently and safely.

They oversee the upkeep, maintenance, and security of facilities, ensuring they meet the needs of the organization and its employees.

They have the following roles and responsibilities:

Facility Maintenance and Management

Oversee the upkeep and maintenance of facilities.
Ensure facilities meet health and safety requirements.
Plan for future development in line with strategic business objectives.

Strategic Planning

Participate in the coordination of spaces, infrastructure, and people.
Implement facility management policies and standards.
Assess physical space requirements and recommend solutions.

Vendor Management

Manage contracts and relationships with vendors, service providers, and landlords.
Negotiate contracts to optimize delivery and cost saving.
Ensure services meet agreed upon standards.

Budget Management

Prepare and track facility budget.
Monitor expenses and payments.
Plan and monitor appropriate facility management staffing levels.

Security Management

Ensure security of the facility.
Implement security policies and procedures.
Supervise the quality of security services.

Health and Safety Management

Implement health and safety policies.
Ensure compliance with health and safety standards.
Conduct regular safety inspections.

Emergency Planning and Response

Coordinate emergency plans and procedures.
Respond effectively to emergencies or disruptions.
Ensure facilities are equipped with necessary safety equipments.

Building Inspection

Conduct regular facility inspections.
Identify and resolve facility issues and malfunctions.
Ensure timely repair and maintenance work.

Project Management

Oversee construction and renovation projects.
Manage facility improvement projects.

Team Management

Lead, direct and supervise the facility management team.
Train staff members on facility management protocols.
Delegate tasks to team members.

Communication

Liaise with internal teams, vendors, and management.
Report on facility management issues and performance.
Communicate with stakeholders regarding facility operations.

Continuous Improvement

Keep abreast with latest trends and regulations in facility management.
Implement best practices in facility management.
Improve processes and policies in support of organizational goals.

What Does a Facilities Manager Do?

Facilities Managers are typically employed by organizations across various industries, including commercial properties, universities, offices, and hospitals.

They can also work as independent consultants for multiple firms.

Their primary role is to ensure that the premises of the organization are safe, well-maintained, and meet both legal and business requirements.

This involves overseeing building maintenance, space allocation, utilities management, security, and environmental health and safety.

Facilities Managers coordinate with a team of professionals to implement policies and procedures that ensure optimal functioning of the building’s infrastructure.

This can include tasks such as managing repairs, coordinating with cleaning services, monitoring energy efficiency, and supervising renovation projects.

They are also responsible for managing budgets, negotiating with contractors and suppliers, ensuring compliance with health and safety regulations, and planning for future development and expansion.

In some roles, Facilities Managers may also be involved in event planning and management, coordinating logistics for meetings, conferences, or other large-scale events hosted in the facility.

Overall, a Facilities Manager plays a crucial role in maintaining the physical environment in which an organization operates, ensuring that it is conducive to productivity, safety, and comfort for all its occupants.

Essential Facilities Manager Skills

Communication: Facilities Managers need to effectively communicate with various stakeholders like employees, contractors, suppliers, and upper management. They need to clearly express ideas, give and receive feedback, and ensure all parties are well-informed.
Problem-solving: They need to quickly identify problems in the facility and develop effective and cost-efficient solutions. They should have the ability to troubleshoot and address a wide range of issues, from minor repairs to large-scale emergencies.
Project Management: Strong project management skills are essential as Facilities Managers often oversee multiple projects simultaneously. They need to plan, prioritize, manage resources, and ensure the successful completion of each project.
Maintenance and Repair Knowledge: They must have a solid understanding of building systems and equipment to manage maintenance and repair tasks efficiently. Knowledge of HVAC, electrical, and plumbing systems is often required.
Health and Safety Regulations: Compliance with health and safety regulations is crucial. Facilities Managers need to ensure the facility meets all standards, manage risk assessments, and implement safety protocols.
Building Management Systems: Proficiency in using Building Management Systems (BMS) is often required. These systems control and monitor the building’s mechanical and electrical equipment.
Financial Management: They need to manage budgets, forecast costs, negotiate contracts, and make decisions that ensure financial efficiency.
Sustainability Practices: Knowledge of sustainable practices and energy efficiency is increasingly important. They need to identify opportunities for reducing environmental impact and cost.
Vendor Management: They must manage relationships with various vendors and contractors, negotiate contracts, and ensure that services are delivered as promised.
Leadership: Facilities Managers often lead teams and need to motivate, direct, and coordinate staff effectively.
Technical Skills: They should have the ability to use facility management software, computer-aided facility management (CAFM) systems, and relevant tools.
Adaptability: As they often deal with unexpected issues, they must be adaptable and able to make quick decisions under pressure.
Strategic Planning: They need to develop and implement strategic facility plans, considering the future needs and growth of the organization.
Space Management: They must efficiently manage the utilization of space within the facility, considering both functionality and employee comfort.
Customer Service: They need to provide excellent service to facility users, address complaints, and ensure a comfortable and productive environment.

Facilities Manager Career Path Progression

The Foundation: Junior Facilities Coordinator

You might start your career journey as a Junior Facilities Coordinator.

You’re in the early stages of your career and you’re focused on learning the ropes and gaining practical experience.

Your responsibilities may include assisting with space management, vendor management, and minor maintenance tasks.

Here are some tips for success in this role:

Learn Continuously: Familiarize yourself with building systems, maintenance protocols, and safety standards.
Seek Mentorship: Learn from experienced colleagues and don’t hesitate to ask questions.
Active Participation: Show enthusiasm and responsibility in tasks assigned to you.

The Ascent: Facilities Manager

With experience and a good understanding of the role, you’ll progress to the Facilities Manager position.

Your duties will include managing building maintenance, coordinating with vendors, space planning, and ensuring a safe and efficient work environment.

Here’s how to thrive in this role:

Problem Solving: Develop strong problem-solving skills to handle issues that may arise in the facilities.
Collaboration: Work closely with other departments and teams for smooth facility operations.
Attention to Detail: Be meticulous with maintenance schedules, safety regulations, and vendor contracts.

Reaching New Heights: Senior Facilities Manager

As a Senior Facilities Manager, you’ll be expected to take on more leadership responsibilities.

This includes overseeing multiple facilities, managing larger teams, and making strategic decisions related to the organization’s physical resources.

To excel in this role:

Mentorship: Guide and help junior staff members grow in their roles.
Strategic Thinking: Consider the long-term implications and costs of facility management decisions.
Leadership: Inspire your team to work effectively and efficiently, maintaining a high standard of work.

Beyond the Horizon: Director of Facilities or Regional Facilities Manager

At this stage, you may oversee facilities operations across multiple locations or regions, or take on the role of Director of Facilities in a large organization.

Your role involves strategic planning, budgeting, and liaising with senior management.

Here’s what you should focus on:

Strategic Leadership: Shape the direction of facilities management in your organization or region.
Management Skills: Develop strong leadership skills to guide your teams effectively.
Innovation: Implement innovative solutions to improve efficiency and reduce costs in facilities management.

Pinnacle of Success: Vice President of Facilities Management

At the top level, you might take on the role of Vice President of Facilities Management.

In this role, you will be responsible for setting the strategic direction of facilities management for the entire organization, making critical decisions, and managing large teams.

Facilities Manager Salary

Entry-Level Facilities Manager

Median Salary: $45,000 – $60,000 per year
Entry-level facilities managers typically have 0-2 years of experience and may hold a bachelor’s degree in facilities management or related fields. They may be responsible for basic management of a facility and assisting senior managers.

Mid-Level Facilities Manager

Median Salary: $60,000 – $80,000 per year
Mid-level facilities managers have 2-5 years of experience and often handle greater responsibilities like coordinating facility functions, managing maintenance teams, and ensuring the effective operation of the facility.

Senior Facilities Manager

Median Salary: $80,000 – $110,000 per year
Senior facilities managers have 5+ years of experience and may oversee multiple facilities. They are often tasked with strategic planning and execution of facility management plans, budgeting, and leading facility teams.

Director of Facilities

Median Salary: $90,000 – $140,000+ per year
This role often comes with significant experience and involves overseeing all facility operations, setting strategic goals, managing budgets, and ensuring compliance with safety regulations across all facilities.

Vice President of Facilities Management

Median Salary: $120,000 – $200,000+ per year
At this level, the role requires vast experience and often involves setting strategic direction for facilities management for the entire organization, managing large budgets, and leading large teams of facilities professionals.

Facilities Manager Work Environment

Facilities managers typically work in a variety of settings including corporate offices, schools, hospitals, shopping centers, hotels, and apartment complexes.

Their primary job is to ensure that all aspects of a building’s operations, including its systems, equipment, and structures, are working effectively and efficiently.

The work schedule of a facilities manager can be quite demanding, with the need to be on call outside regular office hours to address any emergencies that may arise.

They are often required to be on-site to supervise maintenance work, safety inspections and to handle any facilities-related issues.

Facilities managers might also find employment with property management companies, government agencies, or any organization that operates large facilities.

After gaining substantial experience and expertise, they might choose to open their own facilities management firms.

FAQs About Becoming a Facilities Manager

What is needed to become a facilities manager?

Facilities managers generally need a combination of education and experience in facilities maintenance, operations management, and personnel management.

Formal education may include a bachelor’s degree in facilities management, business administration, or a related field.

However, many facilities managers have worked their way up from entry-level positions in facilities or maintenance departments.

Key skills for this role include project management, problem-solving, the ability to understand building plans and blueprints, and a strong understanding of health and safety regulations.

Soft skills, such as communication, leadership, and the ability to work under pressure, are also important.

How long does it take to be a facilities manager?

The time it takes to become a facilities manager can vary widely depending on your education and career path.

If you obtain a bachelor’s degree in facilities management or a related field, this usually takes four years.

However, many people start in entry-level positions and work their way up, which can take several years.

It’s also common for people to transition into facilities management from other career fields, such as engineering or construction, bringing with them valuable related experience.

Can I be a facilities manager without a degree?

Yes, it’s possible to become a facilities manager without a formal four-year degree.

Many facilities managers start their careers in entry-level roles within facilities or maintenance departments and work their way up, learning on the job.

However, having a degree in facilities management, business administration, or a related field can help you stand out to employers and may provide you with more opportunities for advancement.

Additionally, certifications from organizations such as the International Facility Management Association can enhance your career prospects.

Is facilities management a stressful job?

Facilities management can be a high-pressure job as it often involves managing multiple projects at once, dealing with emergencies or unexpected issues with the facilities, and ensuring that all operations run smoothly.

However, the level of stress can depend on a variety of factors, including the size and complexity of the facilities you manage and the support you have from your team and upper management.

Despite the potential stress, many facilities managers find the role rewarding and enjoy the variety of tasks and challenges it presents.

What are the prospects for facilities managers in the next decade?

The prospects for facilities managers are expected to remain steady or grow in the next decade.

As businesses and organizations continue to realize the importance of efficient, well-maintained facilities in their overall operations, the demand for experienced, skilled facilities managers is likely to continue.

Additionally, the move towards more sustainable and energy-efficient buildings may create new opportunities in the field.

Conclusion

There you have it.

Stepping onto the path to becoming a facilities manager is no small task, but the rewards are undeniably substantial.

Equipped with the right set of skills, appropriate education, and unwavering perseverance, you’re well on your way to make a notable difference in the realm of facilities management.

Keep in mind, the journey may be demanding, but the prospects are boundless. Your expertise could lead to the development of the next major breakthrough that revolutionizes how we live, work, and engage with our surroundings.

So, take that initial stride. Engage in in-depth learning. Connect with industry professionals. And most importantly, never stop honing your skills.

Because the world is waiting for what you can build.

And if you’re in search of customized guidance on kick-starting or progressing your career in facilities management, delve into our AI Career Path Advisor.

This complimentary tool is designed to provide tailored advice and resources to help you navigate your career path proficiently.

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