Here’s everything you need to know if you want to be a facility manager

A staff member stops by to mention the HVAC system is making strange noises. While you process that, a Slack message pops up about a meeting room conflict. Your phone rings with a vendor asking about the cleaning contract renewal. Then facilities emails you about a discrepancy in the desk booking numbers from last week.

Welcome to a typical Wednesday morning for a facilities manager.
This short guide covers everything you need to know to become a facility manager. If you are considering this career path or already in the field and ready to take the next step, you are in the right spot.

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TL;DR: Facilities managers keep workplaces running smoothly behind the scenes. They oversee building operations, vendors, budgets, safety compliance, space planning, and workplace technology to ensure employees have safe, functional, and efficient environments. The role blends technical knowledge, people skills, and project management, with salaries around $104K median in the U.S. in 2026. You can enter the field through experience, related roles, or certifications like CFM or FMP, and demand is growing as workplaces become more complex and data-driven.

What is facilities management?

Facilities management is the practice of coordinating the physical workplace with the people and work of an organization. It covers everything that keeps a building functional, safe, and conducive to productivity.

Think of it as the operational backbone of any physical workspace. While employees focus on their core work, facilities management ensures the environment supporting that work actually works.

What does a facility manager do?

A facilities manager makes sure people have functioning spaces to work, that those spaces meet safety and compliance requirements, and that the entire operation runs within budget.

The role sits at the intersection of operations, finance, technology, and employee experience.
The position exists because modern workplaces are complex systems that require dedicated oversight. Without someone managing the facility, small maintenance issues become emergency repairs, space gets allocated inefficiently, vendor contracts cost more than they should, and compliance problems create legal risk.

Facilities manager job description

Typical requirements:

  • 3-5 years of experience in facilities management, operations, or related fields.
  • Knowledge of building systems, safety regulations, and compliance standards.
  • Budget management experience.
  • Vendor management and contract negotiation skills.
  • Proficiency with facilities management software and workplace technology.

Common responsibilities:

  • Oversee daily building operations and maintenance.
  • Manage vendor relationships and service contracts.
  • Develop and monitor facilities budgets.
  • Ensure compliance with health, safety, and building codes.
  • Coordinate space planning and workplace improvements.
  • Lead sustainability and cost-reduction initiatives.
  • Manage emergencies and business continuity planning.

The best job descriptions focus less on credentials and more on demonstrated ability to keep complex operations running smoothly while managing costs and keeping people satisfied with their work environment.

facility manager role and responsibilities

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What are the core responsibilities of facility managers

Space planning and management

This takes up a significant portion of the role. Determining how to allocate square footage across teams, deciding where different departments sit, and reconfiguring layouts when headcount changes or work patterns shift. You track which spaces get used and which sit empty, then adjust accordingly.

Managing facilities vendors and contracts

The facility manager is coordinating everyone who keeps the building running. Cleaning services, security teams, maintenance contractors, landscapers, waste removal, catering, and dozens of other service providers all need oversight. You negotiate contracts, verify that work meets standards, and handle problems when vendors underdeliver.

Workplace health and safety compliance

Ensuring the building meets fire codes, accessibility requirements, occupational health standards, and industry-specific regulations. You coordinate safety drills, maintain emergency systems, and document everything for audits.

Facilities budget management

Budget management requires tracking expenses across multiple categories while finding ways to reduce costs without compromising quality. Forecast spending, justifying requests for capital improvements, and explaining variances when actual costs differ from projections are just a few of the tasks.

Facilities technology and systems management

Modern facilities run on workplace management platforms, IoT sensors, access control systems, and analytics tools. Facility managers evaluate these technologies, oversee implementation, and make sure different systems work together instead of creating more complexity.

What are essential facilities manager skills

Let’s start with technical knowledge. A good facility manager needs to have a solid knowledge about building systems, safety codes, and facility operations provides the foundation. They need to understand HVAC, electrical, plumbing, and structural systems well enough to have informed conversations with specialists and make sound decisions about repairs versus replacements.

Unsurprisingly, people skills matter just as much as technical expertise. Negotiating with vendors, collaborating across departments, managing expectations when resources are limited, and communicating with everyone from executives to maintenance staff. The ability to translate technical issues into business impact helps secure budget and support for necessary improvements.

Lastly, prioritization and project management skills become essential when multiple urgent issues compete for attention. A facilities manager develops the judgment to distinguish between problems that need immediate action and those that can wait, between requests that serve the business and those that serve individual preferences.

According to recent industry data, 55.7% of facilities managers expect work order volumes to increase year over year, making prioritization and efficiency more important than ever. You’ll need systems and judgment that help you work smarter, not just harder.

facility manager

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How to become a facilities manager

Some start in entry-level facilities or administrative positions and work their way up. Others transition from related fields like property management, construction, hospitality, or operations.

Educational backgrounds vary widely. Many facilities managers hold degrees in business administration, facilities management, engineering, or architecture. Others have degrees in unrelated fields and gained relevant experience through work. What matters more than the specific degree is the combination of technical knowledge and operational experience.

Professional certifications add credibility and demonstrate specialized knowledge. The International Facility Management Association (IFMA) offers industry-recognized credentials that many employers value. The Certified Facility Manager (CFM) credential serves experienced professionals who meet specific education and experience requirements, while the Facility Management Professional (FMP) credential targets those earlier in their careers. Both are ANSI-accredited and recognized globally. The Building Owners and Managers Association also provides credentials that employers recognize. These certifications require passing exams and maintaining continuing education, which keeps your skills current.

The typical progression starts with coordinator or assistant roles where you handle specific aspects of facilities operations. You might manage vendors, coordinate maintenance, oversee space planning, or focus on safety compliance. These positions build the foundational knowledge you need to understand how all the pieces fit together.

Moving into a facilities manager role usually requires demonstrating the ability to handle multiple responsibilities simultaneously, manage budgets effectively, and solve complex problems with limited resources. You need to show that you can see the big picture while managing daily details.

Senior positions like director of facilities or head of workplace services require several years of management experience plus a track record of measurable improvements in areas like cost reduction, space optimization, employee satisfaction, or sustainability initiatives.

Is facility management a good career choice for you?

This career makes sense for people who find satisfaction in making complex systems work smoothly. You need to appreciate both the strategic aspects of space planning and budget management along with the tactical work of solving immediate problems.

Working behind the scenes rather than in the spotlight suits some people perfectly and frustrates others. If you need regular recognition and visible wins, facilities management might disappoint you. If you get satisfaction from knowing that your work enables everyone else to do theirs, the role offers genuine fulfillment.

Average salary of a facility manager in 2026

According to the U.S. Bureau of Labor Statistics, facilities managers earn a median annual wage of $104,690 as of May 2024. This figure represents the midpoint, with half of facilities managers earning more and half earning less.

Compensation varies based on experience, location, company size, and industry. Entry-level positions typically start in the lower range, while senior facilities managers with extensive experience and specialized certifications command higher salaries.

For example, large enterprises with complex facilities and multiple locations usually pay more than small businesses with simpler operations. Organizations with specialized facilities like healthcare systems, manufacturing plants, or data centers often provide premium compensation.

Industry matters too. Technology companies, financial services firms, and healthcare organizations typically offer higher salaries than nonprofits or educational institutions. Facilities managers in industries with strict regulatory requirements often earn more due to the additional complexity and risk management involved.

What are the necessary facilities management tools and software

Modern facilities management depends on technology that centralizes information, automates routine tasks, and provides visibility into operations.

Workplace management platforms like Joan Workplace handle room booking, desk reservations, visitor management, and space analytics through integrated systems. Instead of managing separate tools for each function, you work from a unified platform that shows how spaces get used and where adjustments would add value.

Analytics and reporting tools turn raw data into actionable insights. You can see utilization trends, identify underused spaces, forecast capacity needs, and justify budget requests with concrete usage data rather than estimates.

Lastly, integration capabilities matter more than individual features. The best facilities management tools connect with the calendar platforms, communication systems, and HR software your organization already uses. When information flows automatically between systems, you spend less time on manual data entry and coordination.

See how Joan Workplace simplifies facilities management

Joan Workplace brings room booking, desk reservations, parking and assets booking, visitor management, and digital signage into one platform that works the way facilities managers actually think

Contact us to see how integrated workplace management reduces the complexity of running modern office spaces.

Frequently asked questions about facility managers

What’s the difference between a facilities manager and a property manager?

Facilities managers focus on the day-to-day operations inside a building. Property managers handle the business side of real estate: leasing spaces, collecting rent, managing tenant relationships, and overseeing the property as an investment. In commercial buildings, both roles often work together, but they have different priorities.

Do I need a degree to become a facilities manager?

Not necessarily. While many facilities managers have degrees in business, engineering, or related fields, you can enter the field through relevant work experience. What matters more is demonstrating technical knowledge, operational skills, and the ability to manage multiple responsibilities. Professional certifications like the CFM or FMP can strengthen your credentials regardless of your educational background.

What’s the hardest part of being a facilities manager?

Managing competing priorities with limited resources. You’re constantly balancing urgent maintenance issues, employee requests, budget constraints, and long-term planning. Something always needs attention, and you have to decide what gets priority while keeping everyone reasonably satisfied. The role requires quick decision-making without always having complete information.

What industries hire the most facilities managers?

Nearly every industry needs facilities managers. Healthcare systems, technology companies, financial services, manufacturing, education, retail, government, and hospitality all employ facilities professionals. Each industry brings different challenges, healthcare has strict compliance requirements, tech companies focus heavily on employee experience, manufacturing prioritizes safety and equipment uptime.

Can facilities managers work remotely?

Partially, but the role inherently requires some on-site presence. You need to walk the building, meet with vendors, inspect problems firsthand, and be available when issues arise. Some organizations have moved toward hybrid models where facilities managers split time between strategic planning (which can happen remotely) and on-site operational management. Fully remote facilities management only works if you have a strong on-site team handling the physical presence.