Facilities Managers

Plan, direct, or coordinate operations and functionalities of facilities and buildings. May include surrounding grounds or multiple facilities of an organization's campus.

On the job, you would:

Set goals and deadlines for the department.
Acquire, distribute and store supplies.
Conduct classes to teach procedures to staff.

Important Qualities

Analytical skills. Administrative services and facilities managers must be able to review an organization’s procedures for ways to improve efficiency.

Communication skills. Administrative services and facilities managers often work with others. They must be able to convey ideas clearly, both orally and in writing.

Detail oriented. Administrative services and facilities managers must pay attention to details across a range of tasks, such as ensuring that the organization complies with building codes and managing the process of buying equipment.

Leadership skills. In directing workers and coordinating organizational duties, administrative services and facilities managers must be able to motivate employees and handle problems that arise.

Job Details

Responsibilities

Manage inventories of products or organizational resources.

Purchase materials, equipment, or other resources.

Conduct employee training programs.

Allocate physical resources within organizations.

Purchase materials, equipment, or other resources.

Monitor facilities or operational systems.

Manage construction activities.

Direct facility maintenance or repair activities.

Plan facility layouts or designs.

Prepare operational budgets.

Prepare operational progress or status reports.

Develop organizational goals or objectives.

What Administrative Services and Facilities Managers Do

Administrative services managers plan, coordinate, and direct a broad range of services that allow organizations to operate efficiently.

Administrative services and facilities managers plan, direct, and coordinate activities that help an organization run efficiently.

Duties

Administrative services and facilities managers typically do the following:

Supervise staff
Set goals and deadlines for their department or facility
Recommend changes to policies or procedures in order to improve operations, such as reassessing supplies or recordkeeping
Monitor facilities to make sure that they remain safe, secure, and well maintained
Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems
Make sure that facilities meet environmental, health, and security standards and comply with regulations

Administrative services managers oversee one or more office support services for an organization. In a large organization, these workers may specialize in an area such as recordkeeping or mail distribution. In a small organization, they may direct all support services and may be called the business office manager.

Specific tasks for administrative services managers may vary. For example, these workers might be responsible for ensuring that an organization has the supplies and services it needs. Other tasks might include examining energy consumption patterns, technology use, and office equipment and planning for future upgrades.

Records and information managers develop, monitor, and manage an organization’s records. They provide information to chief executives and ensure that employees follow records and information management guidelines. They may direct the operations of onsite or offsite records facilities. These managers also work closely with an organization’s attorneys and its technology and business operations staff. Records and information managers do not handle medical records, which are administered by medical and health services managers.

Facilities managers oversee buildings, grounds, equipment, and supplies. Their responsibilities cover several categories, including operations, maintenance, and planning and managing projects. For example, facilities managers may oversee renovation projects to improve efficiency or to meet regulations and environmental, health, and security standards. In addition, they continually monitor facilities to ensure that the premises are safe, secure, and well maintained.

Facilities managers also direct staff, including grounds maintenance workers, janitors and building cleaners, and general maintenance and repair workers.

Work Environment

Administrative services managers held about 250,800 jobs in 2022. The largest employers of administrative services managers were as follows:

Professional, scientific, and technical services	14%
Healthcare and social assistance	12
Educational services; state, local, and private	12
Finance and insurance	9
Local government, excluding education and hospitals	8

Facilities managers held about 127,000 jobs in 2022. The largest employers of facilities managers were as follows:

Educational services; state, local, and private	13%
Manufacturing	11
Healthcare and social assistance	10
Local government, excluding education and hospitals	7
Administrative and support and waste management and remediation services	7

Administrative services and facilities managers spend much of their day in an office. They may observe workers throughout the building, go outdoors to supervise groundskeeping activities, or visit other facilities they direct.

Work Schedules

Most administrative services and facilities managers work full time, and some work more than 40 hours per week. Facilities managers often are on call to address problems that arise at all hours.

Getting Started

Education:

How to Become an Administrative Services or Facilities Manager

In managing workers and coordinating administrative duties, administrative services managers must show leadership ability.

Educational requirements for administrative services and facilities managers vary by organization and the work they do. But these workers typically need a bachelor’s degree and related work experience.

Education

Administrative services and facilities managers typically need a bachelor’s degree, often in business or a related field. However, some people enter the occupation with a high school diploma.

Work Experience

Administrative services and facilities managers must have related work experience that reflects managerial and leadership abilities. Facilities managers should have experience in business operations, project management, and building maintenance, such as from having worked as a general maintenance and repair worker or a cost estimator. Records and information managers should have administrative or business operations experience involving recordkeeping. Records and information managers in the legal field often must have experience as a paralegal or legal assistant.

Licenses, Certifications, and Registrations

Although it is not required, professional certification may give candidates an advantage when applying for jobs.

Several professional associations for administrative services and facilities managers offer certifications. Some associations, including the International Facility Management Association (IFMA), offer certification that specializes in facility management. Others offering certification include the Institute of Certified Records Managers (ICRM), for records and information managers, and the ARMA International for those specializing in information governance.

Job Outlook

Overall employment of administrative services and facilities managers is projected to grow 5 percent from 2022 to 2032, faster than the average for all occupations.

About 31,400 openings for administrative services and facilities managers are projected each year, on average, over the decade. Many of those openings are expected to result from the need to replace workers who transfer to different occupations or exit the labor force, such as to retire.

Employment

A continuing focus on the environmental impact and energy efficiency of buildings will keep facilities managers in demand. Improving energy efficiency can reduce costs and often is required by regulation. For example, building codes typically ensure that buildings meet environmental standards. Facilities managers will be needed to oversee these improvements in a wide range of areas, from heating and air-conditioning systems to roofing. In addition, facilities managers will be needed to plan for natural disasters, ensuring that any damage to a building will be minimal and that the organization can get back to work quickly.

Demand for administrative services managers is expected to be particularly strong for those working in records and information management. As cloud computing continues to expand, these workers will have a critical role in helping organizations develop new records and information management practices and in maintaining data security.

Contacts for More Information

For more information about facilities management and related certifications, visit

International Facility Management Association

For more information about records and information management and related certifications, visit

ARMA International

Institute of Certified Records Managers

Similar Occupations

This table shows a list of occupations with job duties that are similar to those of administrative services and facilities managers.

Occupation	Job Duties	Entry-Level Education	Median Annual Pay, May 2022
Compensation and Benefits Managers	Compensation and benefits managers plan, develop, and oversee programs to pay employees.	Bachelor's degree	$131,280
Cost Estimators	Cost estimators collect and analyze data in order to assess the time, money, materials, and labor required to make a product or provide a service.	Bachelor's degree	$71,200
Human Resources Managers	Human resources managers plan, coordinate, and direct the administrative functions of an organization.	Bachelor's degree	$130,000
Management Analysts	Management analysts recommend ways to improve an organization’s efficiency.	Bachelor's degree	$95,290
Meeting, Convention, and Event Planners	Meeting, convention, and event planners arrange all aspects of events and professional gatherings.	Bachelor's degree	$52,560
Postsecondary Education Administrators	Postsecondary education administrators oversee student services, academics, and faculty research at colleges and universities.	Master's degree	$99,940
Property, Real Estate, and Community Association Managers	Property, real estate, and community association managers oversee many aspects of residential, commercial, or industrial properties.	High school diploma or equivalent	$60,670
Purchasing Managers, Buyers, and Purchasing Agents	Buyers and purchasing agents buy products and services for organizations. Purchasing managers oversee the work of buyers and purchasing agents.	Bachelor's degree	$75,120
Top Executives	Top executives plan strategies and policies to ensure that an organization meets its goals.	Bachelor's degree	$100,090