Facilities and Maintenance Manager: An example job description and interview questions

Whether you're thinking about getting into facilities or maintenance management, or you are already working in the industry but are looking to move roles, we've put together this article to cover the typical job requirements, qualifications, interview questions and expected salaries for someone working as a facilities manager.

Key Requirements:

• Oversee Facilities Operations: Manage the overall maintenance and operation of facilities, including buildings, equipment, grounds, and utilities.
• Maintenance Planning and Execution: Develop and implement preventative maintenance programs, schedules, and procedures to ensure the optimal functioning of facilities and equipment. Coordinate and supervise maintenance activities, repairs, and renovations.
• Budgeting and Resource Management: Prepare and manage the facilities and maintenance budget, including cost estimation, expenditure tracking, and vendor contract negotiations. Optimise resource allocation and procurement to ensure cost-effectiveness.
• Compliance and Safety: Ensure compliance with relevant regulations, codes, and standards related to facility maintenance, safety, and environmental health. Conduct regular inspections and audits to identify and rectify potential hazards or non-compliance issues.
• Team Management: Lead and supervise a team of maintenance technicians and staff. Assign tasks, provide guidance, and conduct performance evaluations. Foster a positive work environment, promote teamwork, and facilitate professional development.
• Vendor and Contractor Management: Identify, evaluate, and manage relationships with external vendors, contractors, and service providers. Obtain competitive bids, negotiate contracts, and ensure quality service delivery.
• Emergency Response and Disaster Recovery: Develop and implement emergency response plans, including protocols for handling facility-related crises, natural disasters, or security incidents. Coordinate with relevant authorities and stakeholders as necessary.
• Facility Improvements and Projects: Identify opportunities for facility improvements, energy efficiency enhancements, and cost-saving initiatives. Plan and execute facility upgrade projects, renovations, or expansions.
• Documentation and Reporting: Maintain accurate records, documentation, and reports related to maintenance activities, repairs, and inspections. Prepare regular management reports on key performance indicators, budget status, and maintenance metrics.

Qualifications:

• Bachelor's degree in Facilities Management, Engineering, or a related field (or equivalent experience).
• Proven experience in facilities management, maintenance management, or a similar role.
• Strong knowledge of building systems, equipment, and maintenance practices.
• Familiarity with relevant regulations, codes, and standards (e.g., OSHA, building codes).
• Excellent organisational and project management skills with the ability to prioritise and manage multiple tasks simultaneously.
• Effective leadership and team management abilities.
• Strong problem-solving and decision-making skills.
• Excellent verbal and written communication skills.
• Proficient in using computerised maintenance management systems (CMMS) or similar software.
• Demonstrated ability to work collaboratively with stakeholders at all levels of the organisation.

Common interview questions

These are some of the most common interview questions you could potentially face when interviewing for the role of a facilities or maintenance manager:

Question: Can you describe your experience in facilities or maintenance management?
This question allows you to provide an overview of your relevant experience, highlighting your achievements, the scope of your responsibilities, and any specific projects or challenges you have handled.

Question: How do you prioritise and plan maintenance tasks?
The interviewer wants to understand your approach to organising and scheduling maintenance activities. Discuss how you assess priorities, allocate resources, and plan preventive and reactive maintenance tasks.

Question: How do you ensure compliance with safety regulations and standards?
Explain your methods for ensuring a safe working environment and complying with relevant safety regulations. Discuss any specific safety programs or initiatives you have implemented in previous roles.

Question: Can you share an example of a complex maintenance issue you have resolved?
Provide an example of a challenging maintenance problem you encountered and how you approached it. Describe the steps you took to diagnose the issue, coordinate resources, and find a successful resolution.

Question: How do you manage and motivate a team of maintenance technicians?
Demonstrate your leadership skills by explaining how you communicate expectations, provide guidance and support, promote teamwork, and encourage professional development among your team members.

Question: How do you handle budgeting and cost control in facilities management?
Discuss your experience with budgeting, cost analysis, and resource allocation. Explain how you balance cost control with the need to maintain quality and efficiency in facilities management.

Question: How do you stay updated on emerging trends and best practices in facilities management?
Describe your commitment to professional development and staying current with industry trends. Mention any memberships in professional organisations, participation in conferences or training programs, or ongoing self-study initiatives.

Question: How do you handle emergency situations or urgent maintenance requests?
Highlight your ability to respond effectively to unexpected incidents or urgent maintenance needs. Discuss your approach to prioritising and allocating resources during critical situations.

Question: How do you ensure effective communication and collaboration with stakeholders?
Emphasise your communication skills and ability to collaborate with various stakeholders, such as employees, contractors, and management. Describe your strategies for ensuring clear and timely communication to address maintenance needs and provide updates.

Question: How do you approach sustainability and energy conservation in facilities management?
Discuss your experience in implementing energy-saving initiatives, sustainability programs, or environmentally friendly practices. Highlight any projects you have led to improve energy efficiency or reduce the organization's environmental footprint.

Preparing thoughtful and specific responses to these types of questions will help you demonstrate your expertise and suitability for a facilities or maintenance manager role. Additionally, it is recommended to research the company and its specific facilities management needs to tailor your answers accordingly.

Average Salaries for Facilities & Maintenance Managers

The salary of a maintenance or facilities manager can vary based on factors such as location, industry, company size, level of experience, and education. Here are some general salary ranges for maintenance or facilities managers:

United States:

• Entry-level: $45,000 - $65,000 per year
• Mid-level: $65,000 - $90,000 per year
• Senior-level: $90,000 - $120,000+ per year

United Kingdom:

• Entry-level: £25,000 - £35,000 per year
• Mid-level: £35,000 - £50,000 per year
• Senior-level: £50,000 - £70,000+ per year

It's important to note that these figures are approximate and can vary significantly based on the factors mentioned earlier. Additionally, salaries may also be influenced by the complexity of the facilities being managed, the number of employees supervised, and the level of responsibility associated with the role. 

You can get a better understanding by looking at salary surveys like this one in the US. Or this one from Glassdoor in the UK.

‍