Facilities Manager (SMB) Job Description Template

Facility Maintenance & Repairs: Perform and coordinate regular maintenance of building systems (HVAC, electrical, plumbing) to prevent issues. Conduct routine inspections of the premises and address repair needs promptly, either directly or by scheduling qualified technicians. Observable outcomes: preventative maintenance schedules, timely repair logs, minimal downtime from facility issues.

Health, Safety & Compliance: Ensure the workplace meets all health, safety, and fire regulations. Conduct safety inspections and drills, maintain emergency exits and safety equipment, and correct hazards immediately. Develop and update emergency response plans, and train staff on safety procedures. Observable outcomes: up-to-date inspection checklists, compliance certificates, documented emergency plans.

Vendor & Contractor Management: Select, hire, and oversee external service providers for cleaning, security, catering, landscaping, equipment maintenance, etc. Negotiate contracts and monitor vendor performance to ensure quality and cost-effectiveness. Coordinate contractor work (e.g. repairs, renovations) with minimal disruption to business. Observable outcomes: signed service agreements, vendor performance reports, issues resolved through vendor communication.

Space Planning & Utilization: Optimize the use of office space and facilities. Plan office layouts or moves, manage desk allocations, meeting room setup, and ensure the environment supports collaboration and productivity. For SMBs, this could include planning for new hires seating or

reconfiguring space for events. Observable outcomes: updated floor plans, move schedules, feedback from employees on workspace functionality.

Budgeting & Cost Control: Develop and manage the facilities budget, including maintenance costs, utilities, vendor contracts, and capital improvements. Make cost-conscious decisions (e.g. comparing vendor quotes, implementing energy-saving measures) without sacrificing safety or quality. Track expenses and look for efficiencies or savings (such as reducing energy usage by upgrading lighting). Observable outcomes: budget reports, cost-saving proposals, staying within budget year-over-year.

Security & Access Management: Oversee the physical security of the building. Manage access control systems (keys/badges), alarm systems, and coordinate with security personnel or services if applicable. Ensure protocols for opening/closing facilities are followed and respond to any security incidents or alarms. Observable outcomes: access logs, incident reports, secure handling of keys/ passcodes.

Cleaning & Facilities Services: Ensure the facility is kept clean, sanitary, and well-stocked. Oversee daily janitorial work (whether internal or outsourced) and manage supplies (restroom supplies, office amenities). Address cleanliness issues or workplace comfort complaints (temperature, lighting) promptly to keep the environment pleasant. Observable outcomes: cleaning checklists, replenished supplies, positive employee feedback on facilities.

Recordkeeping & Reporting: Maintain detailed records of maintenance activities, safety inspections, asset conditions, and service requests. Produce regular reports for management on facility status, incidents, completed projects, and upcoming needs. This documentation helps in compliance and informs business decisions (e.g. when planning renovations or lease renewals). Observable outcomes: organized maintenance logs, safety inspection reports, monthly/quarterly facility reports to management.

Building Systems Knowledge: Solid understanding of building infrastructure HVAC operations, basic electrical and plumbing systems, fire safety systems to troubleshoot issues or communicate effectively with technicians. For example, knowing how to adjust thermostat controls or interpret why a circuit breaker trips.

Preventive Maintenance Planning: Ability to develop and follow a preventive maintenance schedule for key equipment (e.g. servicing HVAC quarterly, elevator inspections, generator tests) to avoid breakdowns. Uses scheduling tools or calendars to ensure nothing is overlooked, and keeps maintenance logs up to date.

Safety & Regulatory Compliance: Knowledge of workplace safety standards (OSHA regulations, fire codes, ADA requirements) and how to apply them in the facility. Can conduct risk assessments and ensure the facility meets all legal requirements (e.g. proper signage, unblocked exits, safe storage of chemicals).

Vendor Negotiation & Contract Management: Skill in procuring and managing vendor services. Can evaluate vendor proposals, negotiate favorable terms, and hold vendors accountable to service level agreements. Understands basic contract language and how to ensure vendors meet compliance (e.g. insurance, background checks).

Budgeting & Cost Management: Ability to create and manage a facilities budget, including forecasting costs for repairs, utilities, and projects. Comfortable with basic accounting or

spreadsheet tools to track expenses and justify expenditures with data. For instance, calculating ROI on an energy-saving upgrade or monitoring monthly utility costs.

Facility Management Software & Tools: Proficiency with tools commonly used to track maintenance and space management. This could be a Computerized Maintenance Management System (CMMS) for work orders, or simply shared spreadsheets and calendar systems in an SMB. Also adept with standard office software (email, spreadsheets, document tools) and possibly building automation systems for monitoring HVAC or security.

Project Management: Capable of planning and executing small to medium projects such as office renovations, furniture reconfiguration, or an office move. This includes defining scope, creating a timeline, coordinating resources, communicating plans, and delivering on time. Familiar with project management basics (task lists, Gantt charts or simple Kanban boards) to keep facility projects on track.

Technical Reading & Documentation: Able to read and interpret technical documents like floor plans, equipment manuals, safety data sheets, and maintenance guides. Can also produce clear documentation such as standard operating procedures (SOPs) for building systems or user guides for office equipment in plain language for staff reference.

Communication: Excellent written and verbal communication skills to interact with all levels of the organization and external vendors. Can explain technical issues in plain terms to employees or management and keep stakeholders informed (e.g. sending timely notices about facility work or effectively escalating issues).

Organization & Time Management: Highly organized in managing multiple tasks and service requests simultaneously. Able to prioritize urgent vs. routine matters and handle time-sensitive issues (like an urgent repair) without losing track of regular duties. Uses tools (checklists, calendars) to stay on top of recurring tasks and deadlines.

Problem-Solving & Decision-Making: Resourceful and analytical when facing facility problems. Quickly assesses situations (like a power outage or a plumbing leak) and identifies practical solutions under pressure. Makes sound decisions balancing safety, cost, and minimal disruption, and knows when to escalate or seek expert help.

Leadership & Team Coordination: Strong leadership abilities to supervise any facilities or maintenance staff and to coordinate cross-functional efforts. Leads by example with a hands-on approach, gives clear directions, and can motivate vendors or an internal janitorial crew to meet quality standards. Also collaborates well with other departments (HR, IT, Finance) since facilities management intersects with many areas

Customer Service Orientation: Approachable and responsive to employees (internal customers) regarding their facility needs or complaints. Maintains a helpful, positive attitude when addressing issues like too-hot/cold offices or equipment requests. Strives to create a comfortable workplace, showing empathy and urgency in resolving problems that affect staff productivity or comfort.