25 Facilities Manager Interview Questions and Answers
Learn what skills and qualities interviewers are looking for from a facilities manager, what questions you can expect, and how you should go about answering them.
Learn what skills and qualities interviewers are looking for from a facilities manager, what questions you can expect, and how you should go about answering them.
Facilities managers are responsible for the overall upkeep of a company’s physical infrastructure. This includes everything from the maintenance and cleaning of the building to the management of the company’s fleet of vehicles. In order to land a job as a facilities manager, you’ll need to be able to answer common interview questions about your experience and skills.
In this guide, we’ll provide you with a list of questions and answers that you can use to prepare for your interview. We’ll also provide you with tips on how to showcase your experience and skills in a way that will impress your interviewer.
The interviewer may ask this question to learn more about your interpersonal skills and how you interact with others. In your answer, try to highlight your ability to collaborate with others and work as part of a team.
Example: “Absolutely. I have extensive experience in managing facilities and working with teams of professionals to ensure the smooth running of a building or group of buildings. In my current role, I am responsible for overseeing all aspects of facility management from maintenance and repairs to security and safety protocols.
I understand the importance of having an effective team that works together to achieve results. I’m comfortable leading teams and delegating tasks while also taking direction from upper management. My communication skills are excellent, which helps me build strong relationships with colleagues and vendors.”
This question can help the interviewer determine if you have the skills and abilities to be successful in this role. Use your answer to highlight some of your most important qualities, such as communication skills, problem-solving ability and attention to detail.
Example: “Successful facilities managers must have a wide range of skills and qualities in order to be successful. Firstly, they must have excellent organizational skills and the ability to multitask effectively. They need to be able to prioritize tasks and delegate responsibilities as needed. Secondly, strong communication skills are essential for any facilities manager. They need to be able to communicate clearly with both internal staff and external vendors. Thirdly, problem-solving is an important quality for any facilities manager. They should be able to identify potential problems before they arise and develop strategies to address them quickly and efficiently. Finally, a successful facilities manager needs to be detail-oriented. They need to pay attention to even the smallest details in order to ensure that all operations run smoothly.
I believe I possess all of these qualities and more. With my experience in managing large-scale projects, I am confident that I can provide effective leadership and guidance to the team. My track record of success speaks for itself, and I look forward to bringing my expertise to this new position.”
This question can help the interviewer assess your leadership skills and ability to resolve conflicts. In your answer, try to show that you are a strong communicator who is able to listen to different points of view and find solutions that satisfy everyone involved.
Example: “When it comes to resolving disagreements between members of my team, I believe in taking a collaborative approach. First and foremost, I would ensure that all parties involved have the opportunity to express their concerns and perspectives. This helps me gain an understanding of what each person is feeling and why they are feeling that way. From there, I would work with them to come up with a solution that works for everyone.
I also believe in creating a safe space where people can openly communicate without fear of judgement or criticism. To do this, I make sure to listen attentively and provide feedback in a respectful manner. Finally, I strive to be fair and impartial when making decisions so that everyone feels heard and respected.”
The interviewer may ask you this question to understand how you evaluate vendors and contractors for your facilities. Use your answer to highlight your vendor management skills, including your ability to select the best possible vendors or contractors for a project.
Example: “When evaluating and selecting new vendors or contractors, I take a comprehensive approach. First, I research the company to ensure they have the necessary experience and qualifications for the job. This includes looking at their portfolio of previous work, customer reviews, and any certifications or awards they may have received.
Next, I reach out to them directly to discuss the scope of the project in detail. During this conversation, I ask questions about their process, timeline, and budget to make sure it aligns with our needs. Finally, I review the contract carefully to ensure that all terms are clearly stated and agreed upon.”
An interviewer may ask this question to learn more about your financial management skills. When answering, it can be helpful to provide specific details about how you managed the budget and what steps you took to ensure that you stayed within the constraints of the project’s budget.
Example: “I recently managed a budget for a large building project. My goal was to ensure that the project stayed within its allocated budget and I took several steps to make sure this happened.
Firstly, I created an itemized list of all necessary materials and labor costs associated with the project. This allowed me to have a clear understanding of what needed to be purchased and how much it would cost. Once I had this information, I was able to create a detailed budget plan that outlined each expense and set limits on spending.
Next, I worked closely with vendors to negotiate prices and find the best deals. By leveraging my relationships with suppliers, I was able to get discounts on certain items and save money in the long run. Finally, I monitored progress throughout the project to ensure that no unexpected expenses arose. If any additional costs were identified, I worked quickly to adjust the budget accordingly.”
This question can help the interviewer get a sense of your creativity and problem-solving skills. Use examples from previous projects to highlight your design capabilities, or discuss what you would do differently if given the opportunity.
Example: “If I had the opportunity to redesign a building from the ground up, there are several features and amenities I would include. First and foremost, I would focus on creating an efficient and comfortable environment for occupants. This could be achieved by incorporating sustainable design elements such as natural lighting, energy-efficient systems, and water conservation measures.
I would also ensure that the building is accessible to all users, including those with disabilities. This could involve adding ramps or elevators, ensuring doorways are wide enough for wheelchairs, and providing adequate signage throughout the building.
In addition, I would prioritize safety and security in my design. This could include installing fire sprinklers and alarms, implementing access control systems, and using durable materials that meet local codes and regulations. Finally, I would strive to create a pleasant atmosphere for occupants by adding green spaces, outdoor seating areas, and other recreational amenities.”
The interviewer may ask you this question to assess your leadership skills and how you handle challenges. In your answer, demonstrate that you can use your problem-solving skills to find a solution to the issue.
Example: “If I noticed a significant decrease in productivity among the members of my staff, I would first take time to analyze the situation. I would look at factors such as workloads, working conditions, and team dynamics to determine what might be causing the decrease in productivity. After conducting this analysis, I would then develop an action plan to address any issues that were identified. This could include providing additional resources or training for staff, creating more efficient processes, or implementing new tools or technologies. Finally, I would work with my team to ensure that everyone is on board with the changes and has the support they need to succeed. By taking a proactive approach, I believe I can help create an environment where employees are engaged and productive.”
When an interviewer asks this question, they want to know how you handle stress and pressure. They also want to see if you can provide a specific example of when you met a tight deadline in the past.
Example: “I have a proven track record of performing well under pressure. I’m very organized and can quickly assess the situation to determine what needs to be done in order to meet deadlines.
For example, when I was working at my previous job, we had an urgent request from one of our clients for additional office space. We had only two weeks to find and secure the new space before the client’s deadline. I worked closely with the team to ensure that all tasks were completed on time and within budget. We managed to successfully find and secure the office space just in time for the client’s deadline. This experience demonstrated my ability to work efficiently under pressure and manage tight deadlines.”
The interviewer may ask you this question to understand how you would manage a large team of employees. Use your answer to highlight your leadership skills and ability to motivate others.
Example: “Yes, I have extensive experience managing a large number of employees. My most recent job was in charge of a team of over 50 people. To ensure everyone is doing their job, I believe it’s important to foster an environment of trust and respect. This means providing clear expectations for each employee and holding them accountable when they don’t meet those expectations. I also make sure to provide regular feedback on performance and progress so that everyone knows where they stand. Finally, I like to create opportunities for collaboration and communication between departments so that everyone can work together towards the same goal.”
An interviewer may ask this question to assess your decision-making skills and how you interact with others. In your answer, explain the steps you take when deciding whether or not to call a professional service provider.
Example: “When it comes to managing facilities, I believe that it is important to know when to call in a professional service provider. In my experience, there are several situations where this may be appropriate.
The first situation is when the problem requires specialized knowledge or expertise. For example, if a facility has an HVAC system that needs repair, then calling a professional service provider would be the best option. This ensures that the job is done correctly and efficiently.
Another situation where it might be necessary to call in a professional service provider is when the issue is too complex for staff members to handle on their own. If a facility has a plumbing issue, for instance, then it could be beneficial to bring in a plumber who can quickly diagnose and fix the problem.
Lastly, it may also be necessary to call in a professional service provider if the issue poses a safety risk. Electrical issues, for example, should always be handled by someone with the proper training and certification.”
An interviewer may ask this question to learn more about your leadership skills and how you can help improve the company’s overall performance. In your answer, try to describe a few steps you would take to ensure employees are happy with their work environment.
Example: “Improving employee satisfaction is an important goal for any organization. As a Facilities Manager, I understand the importance of creating a comfortable and productive work environment. To achieve this, I would focus on three key areas:
1. Creating a safe and secure workplace: Ensuring that all safety protocols are in place and regularly updated to protect employees from potential hazards. This includes implementing proper fire prevention measures, conducting regular maintenance checks, and providing adequate security systems.
2. Enhancing the physical workspace: Making sure the office space is well-maintained and aesthetically pleasing. This could include updating furniture and equipment, improving lighting and temperature control, and adding plants or artwork to create a more inviting atmosphere.
3. Promoting collaboration and communication: Establishing policies and procedures that encourage team building activities, such as group lunches or outings, and fostering open dialogue between staff members. This will help build relationships and trust among colleagues, which can lead to greater job satisfaction.
By focusing on these three areas, I believe we can significantly improve employee satisfaction and make our workplace a more enjoyable place to be.”
This question can help interviewers understand your management style and how you approach training new employees. Use examples from previous experiences to describe the steps you take when introducing new team members to their job responsibilities.
Example: “My process for training new employees is centered around creating a comfortable learning environment and ensuring they have the necessary resources to succeed. First, I like to get to know each employee on an individual basis so that I can tailor their onboarding experience to meet their specific needs. This includes introducing them to the company culture and values as well as any policies or procedures that are unique to our organization.
I also make sure to provide detailed job descriptions and expectations from the start so that there’s no confusion about what is expected of them. From there, I create a personalized training plan that outlines the steps needed to become proficient in their role. Finally, I ensure that they receive ongoing support and feedback throughout their training period. By taking these steps, I am confident that my team members will be equipped with the knowledge and skills required to excel in their 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 all the skills and experiences that qualify you for this role. Focus on highlighting your most relevant experience and soft skills.
Example: “I believe my extensive experience in facilities management makes me stand out from other candidates for this position. I have been a Facilities Manager for over 10 years, and during that time I have developed an understanding of the industry that is hard to match. My knowledge of building systems, maintenance procedures, and safety protocols has allowed me to successfully manage multiple projects at once while ensuring all standards are met.
In addition to my technical expertise, I am also highly organized and detail-oriented. I have managed teams of up to 30 people and understand how to delegate tasks efficiently while still maintaining control of the project. My ability to stay on top of deadlines and anticipate potential problems before they arise has earned me a reputation as a reliable leader.”
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. When answering this question, it can be helpful to mention a few specific programs that you have used in the past and what made you like or dislike them.
Example: “I have extensive experience using a variety of facility management software. I am most familiar with the industry-leading CAFM system, which is used in many large organizations to manage their facilities and assets. This system has allowed me to effectively track and monitor all aspects of facility operations, from maintenance schedules to energy usage. It also provides detailed reports on asset utilization and performance, allowing for better decision making.
In addition, I have experience working with other popular systems such as Building Engines and FacilityOne. These programs provide comprehensive solutions for managing multiple sites, tracking work orders, and creating custom dashboards for reporting. They are both user friendly and highly configurable, so I can easily tailor them to meet the specific needs of any organization.”
This question can help the interviewer determine your priorities and how you might approach facility management. Your answer should reflect your understanding of what facilities managers do, but it can also show your personal values by emphasizing a specific aspect over others.
Example: “The most important aspect of facility management is ensuring that the building and its systems are operating efficiently and safely. This includes making sure all equipment is in good working condition, that safety protocols are being followed, and that any necessary repairs or maintenance are completed promptly. It also involves monitoring energy usage to ensure costs are kept low and staying up-to-date on any new regulations or technologies that could improve efficiency. Finally, it’s essential to have a good relationship with tenants and vendors so that any issues can be addressed quickly and effectively.”
The interviewer may ask you this question to learn more about your attention to detail and how often you perform routine checks on equipment. Your answer should include a specific time when you performed regular inspections of facilities, systems or equipment and the results of those inspections.
Example: “I believe in being proactive when it comes to maintenance and upkeep of equipment and systems. I perform routine checks on a regular basis, typically once every two weeks or so. During these inspections, I check for any signs of wear and tear, as well as any potential issues that could arise if left unchecked.
In addition, I also keep an eye out for any new technologies or advancements that might be beneficial to the facility. By staying up-to-date with the latest trends and developments, I can ensure that our facility is running at its best. Finally, I always make sure to document my findings after each inspection, so that we have a record of any changes or improvements that need to be made.”
Bugs can be a common problem in facilities management. An interviewer may ask you this question to see how you would handle an unexpected situation like this one. In your answer, try to show that you are organized and have the ability to solve problems quickly.
Example: “I understand the importance of keeping a clean and safe environment for our employees. If there is a bug problem in one of the meeting rooms, I would first assess the situation to determine the type of bugs and their source. Once identified, I would work with an exterminator to create a plan to eliminate the pests. This could include sealing cracks or holes where the bugs may be entering from, as well as using traps and chemical treatments to get rid of them. I would also ensure that any furniture or other items in the room are properly cleaned and sanitized. Finally, I would set up preventative measures such as regular inspections and pest control services to keep the issue from recurring.”
An interviewer may ask this question to learn more about your leadership skills and how you handle change. When answering, it can be helpful to describe a specific situation in which you implemented a new safety protocol and the positive results that came from doing so.
Example: “At my previous job, I noticed that some employees were not wearing their hard hats when they were working on certain projects. Although there was no evidence of any accidents or injuries, I decided to implement a rule requiring all employees to wear their hard hats at all times while on site. After implementing the new policy, I noticed that many employees felt uncomfortable with the new rule and started to complain. However, after explaining why I made the decision, most employees understood and began following the new rules.”
Example: “I recently had the opportunity to implement a new safety protocol in my current workplace. The goal of this project was to ensure that all employees were aware of and adhered to the latest safety regulations. To accomplish this, I worked closely with the HR department to develop an effective training program for our staff.
The first step was to create a comprehensive list of safety protocols and procedures that needed to be followed. This included everything from proper lifting techniques to emergency evacuation plans. Once the list was finalized, I then created a detailed training plan which outlined how each employee would learn about the new protocols.
Next, I organized several group trainings and one-on-one sessions to ensure that everyone received the necessary information. During these sessions, I provided hands-on demonstrations and visual aids to help reinforce the material. Finally, I implemented regular follow-up meetings to review the safety protocols and answer any questions that may have arisen since the initial training.”
Facilities managers are responsible for keeping their facilities clean and organized. Employers ask this question to learn more about your organizational skills and how you keep things tidy. In your answer, explain what steps you take to ensure that the facility is well-maintained. Share any specific strategies or tools you use to stay on top of your work.
Example: “I believe that a clean and organized facility is essential for any business to run smoothly. To ensure this, I use a variety of strategies. First, I create a detailed maintenance plan that outlines the tasks needed to keep the facility in top condition. This includes regular cleaning, repairs, and inspections. I also make sure to communicate these plans with all staff members so they are aware of their responsibilities.
In addition, I implement systems to track inventory and supplies. This helps us stay on top of our stock levels and order new items when necessary. Finally, I encourage feedback from employees and customers about the state of the facilities. This allows me to identify areas where improvements can be made and take action accordingly.”
Technology is an important part of facilities management, and employers ask this question to see if you have experience using technology in your job. Use examples from your previous job to show the interviewer that you know how to use technology for facilities management.
Example: “I have a strong background in using technology to improve facility operations. In my current role, I implemented an online work order system that allowed employees to submit requests for repairs and maintenance from any device. This streamlined the process of tracking and responding to requests, resulting in faster response times and improved customer satisfaction.
In addition, I developed a comprehensive asset management system which tracked all equipment and supplies used by the facility. This enabled us to better track inventory levels and identify areas where we could reduce costs or increase efficiency.”
The interviewer may ask you this question to assess your knowledge of energy efficiency and how it relates to facilities management. Use examples from your experience that show your ability to make informed decisions about the energy consumption of a building.
Example: “Assessing the energy efficiency of a building is an important part of my job as a Facilities Manager. I would begin by conducting an audit of the building’s current energy usage and identifying areas where improvements can be made. This includes inspecting all lighting, HVAC systems, insulation, windows, and other energy-consuming components.
I would also analyze utility bills to identify any spikes in energy consumption that could indicate potential problems. By understanding how much energy each system uses, I can develop strategies to reduce overall energy costs. Finally, I would recommend installing energy-efficient equipment and technologies such as LED lights, programmable thermostats, and solar panels. These upgrades will help ensure that the building is running as efficiently as possible.”
Facilities managers are often responsible for making sure their buildings use energy efficiently. Employers ask this question to make sure you have experience with green initiatives and how they can help a company save money. In your answer, share an example of a time you implemented a green initiative in your previous role. Explain what steps you took to implement the initiative and the positive impact it had on the organization.
Example: “Yes, I do have experience with green building initiatives. In my current role as a Facilities Manager, I am responsible for ensuring that the buildings under my care are energy efficient and environmentally friendly. I have implemented several strategies to reduce our carbon footprint, such as installing LED lighting, using renewable energy sources, and encouraging recycling programs. I also work closely with vendors to ensure that all materials used in construction or renovation projects meet LEED standards. Finally, I regularly review our operations to identify areas where we can further reduce our environmental impact. My goal is to make sure that our facilities are not only comfortable and safe for occupants but also sustainable for the environment.”
The interviewer may ask this question to assess your ability to work with others and collaborate on projects. Use examples from past experiences where you successfully collaborated with multiple stakeholders to complete a project or goal.
Example: “Yes, I anticipate challenges when working with multiple stakeholders. As a Facilities Manager, it is important to be able to effectively communicate and collaborate with all of the different parties involved in order to ensure that everyone’s needs are met. This can often involve managing competing interests and finding solutions that work for everyone.
To do this successfully, I believe it is essential to have strong interpersonal skills, as well as an understanding of how each stakeholder’s goals may differ from one another. It is also important to be able to think strategically and come up with creative solutions to any potential conflicts or issues that arise. Finally, having experience in conflict resolution and negotiation can help ensure that all parties reach a mutually beneficial agreement.”
This question can help the interviewer assess your ability to manage multiple projects and tasks at once. Use examples from previous experience to show how you plan out your day, week or month to ensure that all of your responsibilities are met on time.
Example: “When faced with competing demands, I prioritize tasks based on their importance and urgency. First, I evaluate the situation to determine which tasks are most important for achieving the desired outcome. Then, I assess how urgent each task is in order to identify those that need to be completed first. Finally, I create a timeline for completing each task so that I can ensure that all of them are finished within the allotted time frame.
I also take into account any external factors that could affect my ability to complete certain tasks. For example, if there is an unexpected delay or change in plans, I adjust my timeline accordingly. This helps me stay organized and ensures that all tasks are completed in a timely manner.”
This question is an opportunity to showcase your skills and abilities as a facilities manager. When answering this question, it can be helpful to choose a project that you managed from start to finish that was successful in terms of cost or time management.
Example: “Yes, I can provide an example of a successful project I managed from start to finish. Recently, I was tasked with the renovation of an office building for a client. This included managing all aspects of the project such as budgeting, scheduling, and overseeing contractors.
I started by creating a detailed plan that outlined the scope of the project, timeline, and budget. From there, I worked closely with the client to ensure their needs were met throughout the process. I also collaborated with vendors and contractors to make sure everything stayed on track.
The project was completed on time and within budget. The client was extremely pleased with the results and praised my ability to manage the project efficiently. My experience in this role has given me the skills necessary to handle any facilities management project successfully.”