17 Facilities Administrator Interview Questions and Answers

Learn what skills and qualities interviewers are looking for from a facilities administrator, what questions you can expect, and how you should go about answering them.

Facilities administrators are responsible for the overall maintenance and upkeep of a company’s physical space. They make sure that the building is clean, the HVAC and electrical systems are working properly, and the office furniture and equipment are in good condition.

If you’re interviewing for a facilities administrator job, you can expect to answer questions about your experience in a similar role, your knowledge of facilities maintenance, and your ability to manage a budget. You’ll also need to be able to think on your feet and solve problems quickly.

To help you prepare for your interview, we’ve put together a list of common questions and answers that you may be asked.

Common Facilities Administrator Interview Questions

Are you comfortable working with contractors and other professionals to manage building maintenance and repairs?

The interviewer may ask this question to gauge your ability to collaborate with others and manage projects. Use examples from past experiences where you worked with contractors, vendors or other professionals to complete a project on time and within budget.

Example: “I have experience working with multiple contractors and vendors to plan and execute large-scale building maintenance projects. In my last role, I managed the construction of an entire new wing for our hospital that included several operating rooms, patient recovery areas and support facilities. Working with multiple contractors and vendors was essential to ensuring we met deadlines and stayed within budget.”

What are some of the most important qualities for a successful facilities administrator?

This question can help the interviewer determine if you have the skills and abilities to be successful in this role. When answering, it can be helpful to mention a few of your strongest qualities that relate to the job description.

Example: “I believe some of the most important qualities for a facilities administrator are organization, communication skills and problem-solving ability. As a facilities administrator, I would need to keep track of many different projects at once, which requires strong organizational skills. In my previous position as an assistant facilities administrator, I was responsible for managing multiple facilities employees, which required me to communicate effectively with others. Finally, solving problems is essential for this role because there will always be issues that arise that require solutions.”

How would you handle a situation where a member of your staff was not complying with safety standards or procedures?

An interviewer may ask this question to assess your leadership skills and how you apply them in the workplace. In your answer, try to show that you value safety standards and procedures and are willing to hold your staff accountable for following them.

Example: “I would first meet with the employee privately to discuss their actions or lack of compliance. I would explain why it is important to follow these rules and regulations and what consequences they could face if they continue to disregard them. If the issue continues after our meeting, I would take further action by issuing a formal warning and documenting all steps taken to address the situation.”

What is your experience with developing long-term plans for campus or building development?

This question can help the interviewer understand your experience with planning and implementing large projects. Use examples from your previous work to highlight your skills in developing plans, organizing teams and managing budgets for long-term projects.

Example: “At my current position, I am responsible for creating a five-year plan for campus development. We use this plan as a guide when making decisions about new buildings or renovations. For example, we recently decided to renovate our library because it was no longer meeting student needs. The five-year plan helped us decide whether to renovate or build a new library based on projected enrollment growth.”

Provide an example of a time when you had to manage a budget for building improvements or renovations.

An interviewer may ask this question to learn more about your financial management skills and how you use them in the workplace. When answering, it can be helpful to provide an example of a time when you managed a budget for a large project or renovation that helped improve the facilities at your previous job.

Example: “At my last job, I was responsible for managing the company’s budget for facility improvements and renovations. One year, we had planned on renovating our break room area because it was getting old and needed some repairs. However, before we could begin the renovations, there were several other areas of the building that also needed attention. We decided to put off the break room renovations until later so we could focus on the other projects first.”

If you were given the opportunity to implement one new feature or improvement to your facility, what would it be?

This question can help the interviewer get a sense of your creativity and problem-solving skills. It also helps them understand what you value in your work environment. When answering this question, it can be helpful to think about some features or improvements that would benefit your current facility.

Example: “If I were given the opportunity to implement one new feature or improvement to my facility, I would add more recycling bins throughout the building. This is something we have been talking about for quite some time, but haven’t had the budget to do so. If I was able to implement this change, I would make sure to educate everyone on how to recycle properly and ensure they are using the right bins.”

What would you do if you noticed a recurring issue with a specific piece of equipment or system?

This question can help the interviewer determine how you handle problem-solving and your ability to identify recurring issues. Use examples from past experience where you noticed a recurring issue, investigated it and fixed it.

Example: “In my last role as facilities administrator for a large company, I noticed that one of our air conditioning units was not functioning properly. After investigating the issue, I found out that the unit had been damaged by a storm. We replaced the entire system with a new one, which cost $10,000. However, we were able to save money because we used the same ductwork in the new installation.”

How well do you perform under pressure?

This question is an opportunity to show your interviewer that you can handle pressure and still perform well. When answering this question, it’s important to highlight how you use stress as motivation to complete tasks on time.

Example: “I am a very organized person, so I thrive under pressure because it motivates me to get things done quickly. In my previous role, there were many times when we had tight deadlines for projects. I would work late into the night to ensure everything was ready by the deadline. While working under pressure can be stressful, I find that it helps me focus and get more done.”

Do you have experience working with software designed for facilities management?

This question can help the interviewer determine your level of experience with facilities management software. If you have worked with this type of software in the past, share what you liked about it and how it helped you complete your job duties. If you haven’t used facilities management software before, you can talk about your interest in learning more about it.

Example: “I’ve never had to use facilities management software before, but I am very interested in learning more about it. In my previous role as a facilities administrator, I relied on spreadsheets to track important information like maintenance schedules and equipment inventories. While these were helpful for organizing data, they didn’t allow me to access that information from anywhere or collaborate with other team members.”

When managing a team of employees, what approach do you take?

An interviewer may ask this question to learn more about your leadership style and how you interact with others. Your answer can also tell them what type of team player you are, so it’s important to be honest in your response.

Example: “I believe that everyone has something valuable to contribute to the workplace, so I try to encourage my employees by giving them opportunities for growth and development. For example, when an employee submits a good idea, I make sure they know I appreciate their input. This helps me build trust with my team members and encourages them to share their ideas even more.”

We want to become more environmentally friendly. What sustainability initiatives would you implement?

This question allows you to show your knowledge of the company’s values and how they align with yours. If you have experience in this area, share it. If not, talk about what you would do if given the opportunity.

Example: “I think that sustainability is important for everyone. I would start by making sure all recycling bins are emptied regularly. Next, I would make sure we’re using energy-efficient light bulbs and appliances. Finally, I would look into installing solar panels on our buildings.”

Describe your experience with safety standards and best practices.

An interviewer may ask this question to learn more about your experience with safety standards and best practices. This can be an important part of the facilities administrator’s job, so they want to make sure you have the necessary knowledge and skills for the role. In your answer, try to explain how you apply safety standards and best practices in your work.

Example: “I am passionate about keeping everyone on our team safe while we’re working. I believe that it is my responsibility as a facilities administrator to ensure all employees are following safety protocols. To do this, I regularly walk through buildings to check for any potential hazards or violations. If I find something, I address it immediately. I also hold monthly training sessions where we go over common safety issues and how to avoid them.”

What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, make a list of three things that make you unique from other candidates. These could be skills or experiences that are relevant to the position. Share these with your interviewer so they know what makes you special.

Example: “I have experience working in facilities management for over 10 years. I also have an associate’s degree in business administration, which means I am qualified for this role. However, my most important qualification is my passion for helping others. Throughout my career, I’ve learned that facilities managers should always put their employees first. I want to ensure that everyone who works here feels safe and comfortable at work.”

Which facility management software programs are you most familiar with?

This question can help the interviewer determine your level of experience with various software programs. It can also show them which ones you prefer to use and why. Before your interview, make a list of all the facility management software programs you have used in previous positions. Then, rank them from most preferred to least preferred.

Example: “I am most familiar with Facility Manager Pro and Facilities Management Software. I started using these two programs when I was an intern at my college’s facilities department. Since then, I’ve continued to use both programs because they are easy to navigate and provide me with all the information I need for my job.”

What do you think is the most important aspect of facilities administration?

This question is your opportunity to show the interviewer that you understand what facilities administration entails. Use this question as an opportunity to highlight your knowledge of the role and how it can benefit a company.

Example: “I think the most important aspect of facilities administration is safety. It’s my job to ensure that all employees are safe in their work environment, so I always make sure to follow all safety protocols and regulations. In my last position, I implemented new safety measures for our facility, which helped us avoid any accidents or injuries.”

How often do you make repairs or improvements to your personal equipment?

This question can help the interviewer get a sense of your attention to detail and how you apply it in your personal life. Your answer should show that you are willing to make repairs or improvements to your own equipment, such as computers, vehicles or other items.

Example: “I try to keep my computer up-to-date with new software and hardware so I can avoid any issues when working on projects at work. I also change the oil in my car every 3,000 miles and have been doing basic maintenance on my vehicles since I was 16 years old. This has helped me save money over the years.”

There is a conflict between two members of your staff. How do you handle it?

This question can help the interviewer assess your conflict resolution skills. Use examples from past experiences to show how you resolve conflicts and maintain a positive work environment.

Example: “In my previous role, I had two members of my team who disagreed on how to complete their tasks. They were both very passionate about their ideas, which made it difficult for them to compromise. After talking with each member individually, I learned that one staff member wanted to use new technology to streamline their processes while the other preferred using tried-and-true methods. I decided to implement both strategies into our facilities operations so we could take advantage of new technologies without losing efficiency.”


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