Facility Manager Job Description and Role Overview

The Facility Manager Job Description outlines the responsibilities and expectations for professionals who maintain safe, efficient and compliant built environments. Candidates with proven experience in facilities operations, maintenance, health and safety compliance and supplier management should apply.

Facility Manager Job Profile

The Facility Manager is responsible for the day to day operation, maintenance and improvement of physical assets and site services within an organisation. The role ensures buildings and associated systems are safe, functional and cost effective while meeting statutory and regulatory obligations.

The postholder coordinates internal teams and external contractors, manages service contracts and supports business continuity through planned maintenance, emergency response and space management. The role requires practical knowledge of building services, statutory compliance and strong stakeholder engagement skills.

Facility Manager Job Description

The Facility Manager oversees maintenance, cleaning, security, utilities and lifecycle planning for buildings and site infrastructure. They establish and monitor service levels, manage budgets related to facilities, and ensure compliance with health and safety and statutory building regulations. Regular inspection, risk assessment and the development of preventive maintenance programmes are central duties.

The role involves procuring and managing supplier relationships, negotiating contracts and ensuring contractors deliver to agreed standards. The Facility Manager supports capital projects and refurbishment works by coordinating resources, managing schedules and liaising with project teams to align outcomes with operational requirements.

Operational expectations include responding promptly to incidents and service failures, producing regular reports for leadership, implementing continuous improvement initiatives to reduce costs and improve service delivery, and maintaining accurate records of assets, warranties and compliance documentation.

Facility Manager: Duties and Responsibilities

• Plan, organise and oversee routine and reactive maintenance for buildings and building services.
• Ensure compliance with health and safety legislation and building regulations through audits and risk assessments.
• Manage supplier tendering, contract negotiation and ongoing contractor performance.
• Develop and implement preventive maintenance schedules and lifecycle plans for assets.
• Coordinate emergency response procedures and business continuity plans for site incidents.
• Monitor and control facilities budgets, invoices and cost centres related to operations.
• Oversee security, cleaning and reception services to maintain a safe and professional environment.
• Manage space allocation, office moves and workplace optimisation initiatives.
• Support refurbishment and small capital projects, ensuring minimal disruption to operations.
• Maintain accurate records of assets, service histories, warranties and statutory certificates.
• Produce regular operational reports and management information for stakeholders.
• Drive continuous improvement in service delivery, energy efficiency and sustainability measures.
• Liaise with internal stakeholders to understand business needs and deliver appropriate facility services.
• Supervise facilities staff and contractors, including scheduling, training and performance management.

Facility Manager: Requirements and Qualifications

• Relevant qualification in facilities management, building services, engineering or a related discipline.
• Proven experience of at least five years in facilities management or building operations.
• Knowledge of health and safety legislation and practical experience conducting risk assessments.
• Experience in contract management, procurement and supplier performance oversight.
• Strong organisational skills with the ability to manage multiple priorities and projects.
• Effective communication and stakeholder engagement skills at all organisational levels.
• Competence in budget management and financial monitoring for operational spend.
• Ability to lead and develop teams and to manage external contractors safely and effectively.
• Problem solving and decision making skills with a practical, hands on approach.
• Familiarity with building systems and maintenance practices, including mechanical and electrical services.
• Relevant health and safety certification such as NEBOSH or IOSH is desirable.
• Valid driving licence or ability to travel between sites as required.
• Attention to detail and strong record keeping to maintain statutory compliance documentation.