How to Become a Facilities Operations Specialist (Running the Routine Remarkably)

how to become a facilities operations specialist

If you’ve ever envisioned managing operations that keeps an organization running smoothly or wondered what it takes to become a Facilities Operations Specialist, you’ve come to the right place.

In this guide, we’ll map out the EXACT steps you need to take to kickstart your career as a Facilities Operations Specialist. We’ll delve into:

  • The skills you need.
  • The education that can provide a strong foundation.
  • How to secure a job as a Facilities Operations Specialist.

So, whether you’re new to facilities management or an experienced professional aiming to take your skills to the next level, stay with us.

We’re about to unfold the roadmap to becoming a Facilities Operations Specialist.

Let’s get started!

Contents show

Steps to Become a Facilities Operations Specialist

 

Step 1: Understand the Job Role

The first step to becoming a Facilities Operations Specialist is to understand what the job entails.

This role primarily involves the maintenance and oversight of an organization’s physical facilities.

Responsibilities can include maintaining, planning, and managing projects related to the facilities.

This can range from minor repairs and maintenance tasks to significant construction or renovation projects.

Additionally, a Facilities Operations Specialist may be responsible for the efficient operation of heating, cooling, electrical, and plumbing systems.

They may also oversee the cleaning, waste disposal, and security services of the facility.

They often liaise with contractors, oversee and coordinate their work, and ensure that it is performed to the required standard.

They also ensure that the facilities comply with health, safety, and environmental regulations.

A key part of understanding the role is also understanding that it requires strong problem-solving skills, a good understanding of building systems and operations, and excellent organizational and management skills.

Understanding the breadth and depth of this role will help you make a well-informed decision about whether this is the right career path for you.

It will also guide you in identifying the kind of educational background, training, and skills you will need to succeed in this field.

 

Step 2: Obtain a High School Diploma or Equivalent

The first step towards pursuing a career as a Facilities Operations Specialist is to complete your high school education or obtain an equivalent certification like GED (General Education Development).

This is crucial as it serves as the foundation for your career.

During high school, focus on subjects such as math, physics, and technical drawing which are beneficial for this career.

If your high school offers courses in facilities management, building maintenance, or related fields, these will be particularly useful.

Additionally, consider getting some practical experience.

You could do this through part-time jobs or internships in maintenance, construction, or related areas.

This practical experience can often give you an advantage when you start applying for roles or further education in facilities operations.

Keep in mind that this is the minimum educational requirement for many entry-level roles in facilities operations.

However, to enhance your career prospects and qualify for more advanced roles, you might consider pursuing further education such as an associate’s or bachelor’s degree in facilities management, building maintenance, or a related field.

 

Step 3: Get a Degree or Certificate in Facilities Management or a Related Field

Having a degree or certificate in Facilities Management or a related field such as business, architecture, or engineering is beneficial when pursuing a career as a Facilities Operations Specialist.

This education can provide you with a strong foundation in the principles of facility operations, including building maintenance, project management, safety regulations, and property administration.

Many universities and colleges offer Bachelor’s degrees in Facilities Management or related fields.

These programs usually cover topics like construction methods, building codes, safety and security, space planning, and environmental and energy issues.

Some may also offer internships or co-op programs to give students hands-on experience in the industry.

Alternatively, you can opt for a certificate program in facilities management if you already have a degree in a different field.

These programs are typically shorter and focus specifically on the core principles of facilities management.

They can be a great way to quickly boost your knowledge and credibility in the field.

Further, if you plan to move into a leadership role, consider pursuing a Master’s degree in Facilities Management or Business Administration.

These advanced degrees can provide you with a deeper understanding of the industry and prepare you for higher-level positions.

Regardless of the path you choose, make sure the program is accredited by a recognized accrediting organization.

This ensures the quality of your education and increases your employment prospects.

 

Step 4: Gain Experience in a Facilities Management Role

To become a Facilities Operations Specialist, it’s crucial to gain experience in a facilities management role.

This will not only help you understand the operational aspects of facility management but also expose you to the practical challenges that these roles often entail.

You can start by taking up entry-level roles such as a facilities coordinator or facilities assistant.

These roles will allow you to learn on the job and build your skills around facilities maintenance, safety procedures, vendor management, and other critical areas of facility operations.

Try to gain experience in different types of facilities such as corporate offices, hospitals, schools, or factories.

This will give you a broader understanding of the different needs and challenges in various types of facilities.

You can also consider working in a role that involves project management, as this can provide valuable experience in managing timelines, budgets, and teams—skills that are highly transferable to a facilities operations role.

Remember, the more experience and skills you have in this field, the more prepared you will be for the role of a Facilities Operations Specialist.

This experience can also help when you’re pursuing certifications related to facilities management, as many certification programs require a certain amount of work experience.

 

Step 5: Understand Building Codes and Safety Regulations

As a Facilities Operations Specialist, it’s imperative that you develop a strong understanding of building codes and safety regulations.

These codes and regulations guide the construction, maintenance, and use of buildings and facilities.

They are designed to ensure that facilities are safe, accessible, and efficient.

You will likely need to adhere to these codes and regulations when managing or maintaining a facility.

You can begin by reviewing local and national building codes.

These can often be found online or at your local library.

In addition, consider attending workshops or training programs focused on building codes and safety regulations.

This can provide you with a more comprehensive understanding and practical application of these rules.

Knowledge of safety regulations is also crucial.

These regulations often involve aspects like fire safety, hazardous material handling, accessibility, and more.

A Facilities Operations Specialist must be able to implement these regulations into the daily operations of the facility.

Remember, these codes and regulations can change over time and may vary by location, so it’s important to stay updated.

Regularly review relevant websites, attend training sessions, and network with other professionals in your field to keep current with the latest changes and trends.

 

Step 6: Obtain Certification in Facilities Management

After you have gained practical experience in facilities operations, your next step is to obtain a professional certification in facilities management.

This not only enhances your knowledge and expertise in the field but also makes you more marketable to potential employers.

There are numerous professional organizations that offer certification programs in facilities management.

For instance, the International Facility Management Association (IFMA) offers the Certified Facility Manager (CFM) credential, which is globally recognized.

To qualify for the CFM, you must pass an exam that tests your proficiency in project management, operations and maintenance, finance and business, and leadership strategy.

Other organizations like the Building Owners and Managers Association (BOMA) and the Association for Facilities Engineering (AFE) offer certification programs that you may consider.

The specific certifications that you choose to pursue depend on the sector of facilities operations you wish to specialize in.

In addition to the general certification, you may also opt for specialized certifications in areas like energy management, sustainability, or technology integration.

These certifications can provide you with a competitive edge in the job market and open doors for advancement in your career.

Remember that maintaining your certification usually requires continuing education, so be prepared to commit to lifelong learning in this ever-evolving field.

 

Step 7: Develop Skills in Project Management and Problem Solving

As a Facilities Operations Specialist, your job will be multifaceted, involving a myriad of tasks from planning maintenance operations to ensuring the facility meets all health and safety standards.

Hence, developing skills in project management and problem-solving is crucial.

Project management skills are necessary because you’ll often be responsible for overseeing various projects, such as the installation of new equipment or the renovation of certain areas in a facility.

You need to ensure that these projects are completed on time, within budget, and to the required standard.

This involves coordinating with various teams, setting project goals, tracking progress, and making necessary adjustments as the project unfolds.

Problem-solving skills, on the other hand, are crucial for identifying and resolving facility-related issues.

As a Facilities Operations Specialist, you’ll frequently encounter challenges such as equipment breakdowns, safety hazards, and maintenance problems.

Being able to quickly identify the root of the problem, devise a suitable solution, and implement it efficiently is critical for maintaining the smooth operation of the facility.

To develop these skills, consider taking courses or seminars on project management and problem-solving.

You can also enhance these skills through practical experience, such as taking on leadership roles in team projects or finding solutions to problems encountered during your work or study.

Remember, as a Facilities Operations Specialist, your ability to manage projects and solve problems can significantly impact the efficiency and safety of the facilities you’re responsible for.

 

Step 8: Learn to Use Facilities Management Software

As a Facilities Operations Specialist, you will need to be proficient in using various facilities management software.

This software is designed to assist in the management of various aspects of facility operations, such as building maintenance, asset management, space planning, and safety regulations compliance.

Examples of such software are IBM TRIRIGA, FM:Systems, and iOFFICE.

When choosing a software to learn, you should consider the industry you wish to work in and the software commonly used in that industry.

You can learn to use these software by taking online courses, attending training sessions, or using resources provided by the software developer.

Having a strong understanding of facilities management software will allow you to plan and manage facility operations more efficiently, improving productivity and reducing costs.

It also increases your employability as many employers require their Facilities Operations Specialists to be proficient in using at least one type of facilities management software.

In addition to learning the software, it’s also important to keep up with the latest trends and advancements in facilities management technology.

This can be done by attending industry events, subscribing to industry publications, or joining professional organizations.

 

Step 9: Network with Other Facilities Management Professionals

As you progress in your career as a Facilities Operations Specialist, it is essential to network with other professionals in the facilities management sector.

This can be done in multiple ways such as attending industry events, joining professional organizations, or participating in online forums and groups.

These networking opportunities not only increase your visibility within the industry, but can also provide you with opportunities to learn from others’ experiences, gain insights into emerging trends, and discover potential job opportunities.

Consider joining organizations such as the International Facilities Management Association (IFMA) or the Building Owners and Managers Association (BOMA).

These associations offer resources, training, and networking opportunities that can help you stay up-to-date and advance in your career.

Moreover, having a mentor in the industry can provide guidance and support as you navigate through your career.

They can share valuable insights, advice, and can introduce you to other professionals in the field.

Remember, networking is an ongoing process that requires active participation and engagement.

It can be a powerful tool in helping you achieve your career goals as a Facilities Operations Specialist.

 

Step 10: Apply for Facilities Operations Specialist Positions

After you have gained the necessary education, certifications, and experience, the next step is to start applying for Facilities Operations Specialist positions.

Jobs in this field can be found in a variety of sectors, including corporate, government, healthcare, and education, among others.

When applying, make sure your resume clearly highlights your experience and knowledge in facilities management.

Include specific projects you’ve worked on, tools and technologies you’re familiar with, and any positive outcomes or improvements you’ve made in your previous roles.

It can also be beneficial to include any certifications you hold, as these can make you stand out from other applicants.

Prepare for interviews by reviewing common questions asked in facilities management interviews and rehearsing your answers.

Be ready to provide examples of situations where you’ve applied your skills to overcome challenges or improve operations.

Networking can also be highly beneficial when searching for job opportunities.

Attend industry events, join relevant professional organizations, and connect with other professionals in the field.

These connections can often lead to job opportunities and can provide valuable advice and support as you navigate your career in facilities operations.

Remember, finding the right job can take time.

Stay persistent, continue to expand your knowledge and skills, and don’t get discouraged if you don’t land your dream job right away.

 

Step 11: Continually Update Skills and Knowledge in Facilities Operations.

As the field of facilities management is ever-evolving, it’s imperative for a Facilities Operations Specialist to keep their skills and knowledge updated.

This can be done through a variety of ways, including attending industry-specific trainings, workshops, webinars, or conferences.

Engaging in these activities will introduce you to new methodologies, technologies, and best practices that could be applied in your work environment to increase efficiency and productivity.

Moreover, you should also consider participating in professional development courses or obtaining additional certifications related to facilities management, like those offered by the International Facility Management Association (IFMA).

These can enhance your expertise and provide evidence of your commitment to continuous learning.

Joining professional associations can also be beneficial as they often provide resources for continuing education and networking opportunities with other professionals in the industry.

Additionally, staying abreast of industry trends by reading relevant publications, articles, or blogs can also help in keeping your knowledge up-to-date.

Remember that your goal is to stay informed about the latest developments and trends in facilities operations to ensure you are providing the most effective and innovative solutions in your role.

Continually updating your skills and knowledge not only makes you a more valuable asset to your organization, but also opens up more opportunities for career advancement.

 

Facilities Operations Specialist Roles and Responsibilities

Facilities Operations Specialists are responsible for ensuring that a company’s physical building, systems, and assets are managed and maintained in a good state.

This involves everything from regular maintenance, to safety procedures, to project management.

They have the following roles and responsibilities:

 

Facility Maintenance and Management

  • Ensure the functionality, comfort, safety, and efficiency of the built environment.
  • Manage preventive maintenance of facility equipment and building systems.
  • Conduct inspections and assessments of facilities and systems regularly.

 

Vendor and Contract Management

  • Manage contracts and relationships with vendors, service providers, and contractors.
  • Supervise installation, repair, and maintenance works carried out by contractors.

 

Space Planning and Management

  • Coordinate internal and external moves, relocations, and space allocation.
  • Optimize space usage according to company needs.

 

Health, Safety and Compliance

  • Ensure compliance with health and safety standards and industry codes.
  • Develop and implement health and safety procedures in the facility.

 

Project Management

  • Manage and oversee projects related to facilities upgrades or modifications.
  • Coordinate with stakeholders and manage timelines, budget, and resources.

 

Budgeting and Financial Management

  • Prepare and manage facility operations budget.
  • Monitor expenses and identify cost-saving opportunities.

 

Emergency Preparedness

  • Establish and implement policies and procedures for emergency situations.
  • Ensure facility’s preparedness for fire, flood, power outage, and other emergencies.

 

Energy Management

  • Develop and implement energy-saving measures.
  • Monitor and control energy usage in the facility.

 

Record Keeping

  • Maintain records of warranty information, equipment lifespan, service contracts, etc.
  • Keep up-to-date documentations of building floor plans, mechanical systems, etc.

 

Team Management

  • Supervise, guide, and train facility operations staff.

 

Communication

  • Communicate effectively with diverse groups including stakeholders, team members, and contractors.
  • Report on facility operations to senior management.

 

Continuous Learning

  • Stay current with industry trends, regulations, and standards.
  • Attend training, workshops, and conferences related to facilities management.

 

What Does a Facilities Operations Specialist Do?

Facilities Operations Specialists typically work for corporations, government agencies, or educational institutions.

Their role can also be found within property management companies and other businesses that maintain large facilities.

Their primary responsibility is to ensure the smooth operation and maintenance of the building and its systems.

This can involve managing HVAC systems, plumbing, electrical systems, and other integral components of facility infrastructure.

They often oversee daily operations and maintenance tasks, including scheduling and performing preventive maintenance and repairs, ensuring the safety and cleanliness of the premises, and responding to emergency situations or breakages.

Moreover, they may be responsible for managing contracts with vendors and service providers, maintaining inventory of maintenance supplies, and ensuring compliance with local, state, and federal building codes and regulations.

Facilities Operations Specialists also play a crucial role in energy management, space planning, and even in helping organizations achieve sustainability goals.

They may also be involved in overseeing renovation projects, working closely with architects and construction teams.

Their ultimate goal is to provide a safe, efficient, and comfortable environment for the people using the facility.

 

Essential Facilities Operations Specialist Skills

  • Communication: Effective communication skills are key. Facilities Operations Specialists need to convey information and instructions to team members, vendors, and other departments clearly and concisely.
  • Organizational Skills: The role often involves juggling multiple tasks, from scheduling maintenance to ensuring safety protocols. Excellent organization skills are therefore essential.
  • Problem-Solving: This role requires quick and efficient problem-solving skills to address issues related to facilities or equipment as they arise.
  • Technical Knowledge: As a Facilities Operations Specialist, you need to have a good understanding of building systems, HVAC, electrical, and plumbing systems.
  • Attention to Detail: Ensuring that facilities are well-maintained, safe, and clean requires an eye for detail.
  • Project Management: Specialists often oversee various projects at once. Having project management skills including task prioritization, time management, and understanding of methodologies like Agile can be beneficial.
  • Vendor Management: The ability to negotiate with and manage vendors and contractors is important. This includes evaluating their performance and ensuring they adhere to their contractual obligations.
  • Knowledge of Safety Regulations: Facilities Operations Specialists must ensure all operations comply with local, state, and federal regulations. Knowledge of these laws is crucial.
  • Customer Service: A facilities operations specialist often interacts with employees, clients, and vendors. Having strong customer service skills is important for maintaining these relationships.
  • Financial Management: They should have a solid understanding of budgeting and financial management to make cost-effective decisions about maintenance, renovations, and upgrades.
  • Technology: Proficiency in using computer systems and software related to facilities management, such as Computerized Maintenance Management Systems (CMMS) and Building Management Systems (BMS).
  • Teamwork: A Facilities Operations Specialist often works as part of a team. Being able to work well with others and foster a collaborative environment is crucial.
  • Mechanical Aptitude: Understanding the principles of machines and tools, including their designs, uses, and maintenance is important.
  • Decision-Making: The ability to make informed, effective, and timely decisions is critical in this role.
  • Adaptability: Facilities can face unexpected issues, so being able to adapt and respond quickly to changing situations is essential.

 

Facilities Operations Specialist Career Path Progression

The Foundation: Junior Facilities Operations Specialist

The initial step in this career is starting as a Junior Facilities Operations Specialist.

Here, you are expected to learn the ropes of facility operations, including maintenance procedures, safety regulations, and system management.

Your responsibilities might include assisting with routine maintenance, performing inspections, and supporting facility projects.

  1. Hands-on Learning: Pay attention to all aspects of facilities management, including physical infrastructure, security, utilities, and more.
  2. Teamwork: Learn to work within a team, understand each member’s role and how you can best support one another.
  3. Regulations & Standards: Gain a thorough understanding of industry regulations and standards.

 

The Ascent: Facilities Operations Specialist

With time, experience and increased knowledge, you will ascend to the role of a Facilities Operations Specialist.

In this position, you will manage more complex aspects of facility operations, supervise maintenance projects, and ensure all facilities are up to code.

Here’s how you can excel:

  1. Problem-Solving: Hone your problem-solving skills, as facilities management often involves addressing unexpected issues and challenges.
  2. Communication: Enhance your communication skills to effectively coordinate with your team, contractors, and other stakeholders.
  3. Project Management: Develop project management abilities to handle diverse maintenance or improvement projects.

 

Reaching New Heights: Senior Facilities Operations Specialist

The next level is the Senior Facilities Operations Specialist.

At this stage, you will be recognised for your expertise and leadership within the team.

You may be responsible for overseeing large-scale projects, managing budgets, and implementing facility management strategies.

To succeed in this role:

  1. Mentorship: Share your knowledge and experience with junior specialists to help them grow.
  2. Strategic Planning: Develop a strategic outlook to improve facility operations and efficiency.
  3. Leadership: Set an example for your team through your work ethic, problem-solving capabilities, and commitment to excellence.

 

Beyond the Horizon: Lead Roles and Beyond

As your career progresses, you may move into roles such as Facilities Operations Manager or Director.

These roles entail significant responsibilities, strategic decision-making, and team leadership.

Here’s what you should focus on:

  1. Operational Leadership: Drive operational initiatives and shape the direction of your department or organization.
  2. Management Skills: Develop strong leadership and communication skills to guide and inspire your team effectively.
  3. Continuous Learning: Stay updated with the latest trends in facilities management, and continue to innovate and improve operations.

 

Pinnacle of Success: VP of Facilities Operations or Chief Facilities Officer

At the pinnacle of this career path, you may reach roles like VP of Facilities Operations or Chief Facilities Officer.

Here, you will be responsible for developing and implementing the overall facilities strategy of the organization, making critical decisions, and leading large teams.

 

Facilities Operations Specialist Salary

Entry-Level Facilities Operations Specialist

  • Median Salary: $40,000 – $60,000 per year
  • Entry-level facilities operations specialists typically have 0-2 years of experience and may hold a diploma or bachelor’s degree in facilities management or a related field.

 

Mid-Level Facilities Operations Specialist

  • Median Salary: $60,000 – $80,000 per year
  • Mid-level specialists have 2-5 years of experience and often take on more complex responsibilities in maintaining and improving the physical facilities of an organization.

 

Senior Facilities Operations Specialist

  • Median Salary: $80,000 – $100,000 per year
  • Senior specialists possess 5+ years of experience and are responsible for leading projects, making decisions regarding facilities maintenance and improvements, and mentoring junior specialists.

 

Facilities Operations Manager

  • Median Salary: $90,000 – $120,000+ per year
  • These roles come with significant experience and often involve managing the entire operations of facilities, making strategic decisions, and overseeing the work of facilities specialists.

 

Director of Facilities Operations

  • Median Salary: $100,000 – $150,000+ per year
  • These high-level positions require extensive experience, a deep understanding of facilities management, and often involve setting strategies for the organization’s facilities operations.

 

Facilities Operations Specialist Work Environment

Facilities Operations Specialists usually work in a variety of settings including office buildings, schools, hospitals, shopping centers, and residential complexes.

Their work environment depends on the specific nature and size of the facility they are managing.

These professionals often work in an office setting, however, they also frequently inspect the facility grounds, oversee repair and maintenance work, and interact with employees, contractors, and vendors.

Therefore, their job may involve both desk work and more hands-on tasks.

Their work hours may be regular business hours, but in case of emergencies or urgent maintenance needs, they may be required to work evenings, weekends, or even holidays.

With sufficient experience and industry knowledge, a Facilities Operations Specialist may progress to a management role or choose to consult independently, offering their expertise to various organizations on a contract basis.

 

FAQs About Becoming a Facilities Operations Specialist

What is needed to become a Facilities Operations Specialist?

To become a Facilities Operations Specialist, you typically need a good understanding of facility management principles and practices.

This can be gained through a combination of formal education, such as a degree in facilities management, engineering, or a related field, and on-the-job experience.

Key skills include problem-solving, attention to detail, knowledge of building systems, and safety regulations.

Also, strong communication and teamwork skills are important as the role often involves coordinating with different stakeholders.

 

How long does it take to be a Facilities Operations Specialist?

The time it takes to become a Facilities Operations Specialist can vary depending on your educational path and experience level.

If you pursue a bachelor’s degree in facilities management or a related field, it typically takes four years.

However, if you gain experience in a related role such as maintenance technician or facilities coordinator, you may be able to transition into the specialist role in a shorter time frame.

Gaining practical experience through internships or entry-level positions can help you become job-ready faster.

 

Can I be a Facilities Operations Specialist without a degree?

Yes, it is possible to become a Facilities Operations Specialist without a traditional four-year degree.

Many employers prioritize hands-on experience and practical skills over formal education.

You can acquire the necessary skills through on-the-job training, technical schools, or community college programs.

However, having a degree or professional certification in facilities management or a related field may provide a competitive edge and open up more opportunities.

 

Is Facilities Operations Specialist a stressful job?

Being a Facilities Operations Specialist can be stressful at times as it often involves dealing with emergencies, ensuring compliance with safety regulations, and coordinating with different parties.

However, the level of stress can vary depending on the nature of the facility, the size of the team, and the individual’s time management and stress-coping abilities.

Many Facilities Operations Specialists find the work rewarding as they are directly contributing to the safety and efficiency of the facility.

 

What are the prospects for Facilities Operations Specialists in the next decade?

The prospects for Facilities Operations Specialists are expected to remain steady in the next decade.

As long as there are physical facilities such as office buildings, schools, hospitals, and factories, there will be a need for professionals to manage and maintain these spaces.

Furthermore, the increasing emphasis on energy efficiency and sustainability in buildings could provide growth opportunities in this field.

 

Conclusion

So, there you have it.

Embarking on the path to becoming a Facilities Operations Specialist may not be a walk in the park, but it’s certainly rewarding.

Armed with the right skills, training, and tenacity, you’re well on your way to making a significant mark in the field of facilities management.

Remember, while the journey might be tough, the potential for growth is boundless. Your expertise could lead to the creation of efficient, sustainable, and well-maintained buildings and facilities.

So, take that leap. Immerse yourself in learning. Connect with industry professionals. And most importantly, never stop honing your operational skills.

Because the world is eager to see what you can achieve.

And if you’re seeking personalized guidance on starting or advancing your career in facilities operations, explore our AI Career Path Advisor.

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

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