What Does an Assistant Facilities Manager Do?

The Assistant Facilities Manager plays a supportive yet significant role in ensuring the smooth operation of a facility’s environment by assisting in the management of daily operations, maintenance, and services. This position involves collaborating closely with the Facilities Manager to implement effective strategies for the upkeep and improvement of building functions, ensuring a safe, efficient, and comfortable space for occupants and visitors alike. By overseeing various tasks, from coordinating maintenance efforts to liaising with vendors and ensuring compliance with health and safety standards, the Assistant Facilities Manager contributes to the operational excellence and sustainability of the facility’s infrastructure, making it an essential component of the organizational framework.

Assistant Facilities Manager Job Duties

• Oversee daily building operations, including scheduling maintenance and repair work, and coordinating with service providers to ensure a safe and efficient work environment.
• Assist in managing the facilities budget, including tracking expenses, preparing cost estimates for repairs or upgrades, and ensuring that expenditures remain within allocated funds.
• Implement and monitor energy-saving initiatives to reduce operational costs and promote environmental sustainability within the facility.
• Coordinate space planning and office moves to optimize the use of space and accommodate organizational changes or growth.
• Ensure compliance with health and safety regulations, conducting regular inspections and risk assessments to identify potential hazards and implement corrective actions.
• Manage inventory of office supplies and equipment, placing orders as necessary and overseeing the maintenance of office machinery to ensure smooth operations.
• Liaise with security personnel to develop and enforce security protocols, ensuring the safety of employees, visitors, and assets.
• Organize and oversee facility-related projects, such as renovations or installations, coordinating with contractors and ensuring minimal disruption to daily operations.

Assistant Facilities Manager Salary & Outlook

Salaries for Assistant Facilities Managers can vary based on the industry they serve, with those in high-tech or finance sectors often earning more. Experience level significantly impacts earnings; seasoned professionals command higher salaries. The size and complexity of the facility managed also play a crucial role, with larger, multifaceted sites offering higher compensation.

• Median Annual Salary: $65,625 ($31.55/hour)
• Top 10% Annual Salary: $122,000 ($58.65/hour)

The employment of assistant facilities managers is expected to grow at an average rate over the next decade.

This growth is driven by increased demand for the maintenance and management of expanding commercial and residential infrastructures. Assistant Facilities Managers are crucial in ensuring operational efficiency, safety compliance, and sustainability, thus supporting the broader trend towards more sophisticated facility management practices.

Assistant Facilities Manager Job Requirements

Education: An Assistant Facilities Manager typically holds a Bachelor’s Degree, with majors in fields such as Business Administration, Facility Management, or Engineering being advantageous. Relevant coursework includes project management, operations management, and facilities planning. Strong emphasis is placed on developing skills in leadership, communication, and analytical thinking. Education in sustainability practices and technology integration within facilities management is increasingly valued to meet modern operational standards.

Experience: Assistant Facilities Managers typically come from diverse experience backgrounds, with many having hands-on experience in facilities management or related fields. A significant portion has progressed from entry-level positions, gaining valuable insights through on-the-job training. Experience in maintenance, operations, and project management is highly regarded. Training programs focusing on building systems, safety protocols, and leadership skills are common stepping stones. Exposure to budgeting, staff supervision, and vendor relations is also beneficial, equipping candidates with a well-rounded skill set necessary for the role.

Certifications & Licenses: Assistant Facilities Managers may benefit from certifications such as the Facility Management Professional (FMP) or Certified Facility Manager (CFM) from the International Facility Management Association (IFMA). Some roles might require a Project Management Professional (PMP) certification. Specific licenses are generally not required for this position.

Assistant Facilities Manager Skills

Space Planning: Allocating and optimizing physical spaces within a facility enhances operational flow and employee productivity. Strategic arrangement of furniture, equipment, and technology supports the organization’s activities and adapts to changing needs.

Energy Management: Optimizing and reducing energy consumption across facility operations involves analyzing utility data and implementing sustainable practices. Coordination with maintenance teams ensures energy-efficient upgrades and practices are integrated and maintained, impacting operational costs and environmental footprint.

Safety Compliance: Adherence to local, state, and federal regulations is ensured through meticulous attention to detail and a proactive approach to identifying potential safety hazards. Regular audits, employee training sessions, and effective safety protocols minimize risks and secure a working environment for everyone.

Contract Negotiation: Negotiating with contractors and service providers aligns operational needs with budget constraints. Securing favorable terms ensures quality and reliability in services procured for the facility’s upkeep and improvement.

Asset Management: Managing physical assets, including buildings, machinery, and equipment, ensures optimal use and longevity, affecting operational efficiency and cost savings. A meticulous approach to maintenance schedules and compliance with safety regulations, along with strategic planning for future asset investments or disposals, supports the facility’s goals.

Building Operations Coordination: Orchestrating day-to-day operations, from HVAC maintenance to safety protocol adherence, involves coordinating with various stakeholders, including maintenance staff and external contractors, to ensure smooth and efficient facility operation.

Assistant Facilities Manager Work Environment

An Assistant Facilities Manager often finds themselves in a dynamic environment, balancing office duties with on-site responsibilities. Their workspace might shift from a desk equipped with computers and communication tools to various locations within a facility, requiring adaptability to different settings. The nature of the job demands a variety of tools, from software for facility management to equipment for minor repairs or inspections.

Work hours can extend beyond the typical nine-to-five, especially when overseeing projects or addressing emergencies. This role usually adheres to a business casual dress code, though practical attire is necessary for site visits. The social environment is collaborative, involving regular interaction with vendors, staff, and management to ensure the smooth operation of facilities.

Safety protocols are paramount, given the potential hazards in maintenance tasks. The pace can be fast, balancing multiple projects and daily operations. Opportunities for professional development are present, allowing for growth in facility management expertise. Technology plays a crucial role in efficient operation, from maintenance management systems to energy efficiency monitoring.

Advancement Prospects

An Assistant Facilities Manager can progress to a Facilities Manager role by demonstrating exceptional organizational and leadership skills. Mastery in overseeing building operations, maintenance, and vendor management is crucial.

To advance, focusing on strategic planning and budget management is key. This involves optimizing facility operations for cost-efficiency and sustainability.

Gaining experience in project management, especially in renovations or expansions, enhances prospects. This showcases an ability to handle complex, high-stakes projects.

Understanding the latest in smart building technologies and sustainability practices can set a candidate apart, aligning with industry trends towards greener, more efficient facilities.

Ultimately, success in this path requires a blend of technical knowledge, management skills, and a forward-thinking approach to facility management.