The Ultimate Facility Manager Checklist

By: Ryan Lee

The role of a facility manager is broad and encompasses no small scope of work. It’s no surprise that a facility manager checklist is often required to keep track of the various duties demanded by the JMB/MC.

From managing utilities to coordinating personnel to data tracking and analysis for the purpose of decision-making, a broad facilities management checklist comes in handy. We’ve put together the ultimate checklist that highlights the extensive range of the workplace’s most ardent overseer. Check out the major job duties of a facility manager below:

  • Plan and coordinate all installations to ensure the workplace accommodates employees as they do their jobs.
    • Utilities (heat, electricity, etc.)
    • Amenities and appliances
    • Workstations (computers, phones, etc.)
    • Refurbishments
  • Manage the upkeep of equipment and supplies to meet workplace health and safety standards.
    • Inspect structures to determine the need for repairs or renovations
      • Weekly, monthly, semi-annually, and annually
    • Handle service contracts to ensure proper upkeep
    • Review security system function and management
    • Coordinate with facilities maintenance to resolve support tickets
  • Supervise all facilities staff and external contractors to ensure compliance with company policies and to coordinate in a transparent, accountable way.
    • On-site staff
    • Remote workers
    • Visiting partners
    • Custodians
    • Technicians
    • Groundskeepers
  • Control and oversee projects and accommodations within facilities.
    • Parking space allocation
    • Waste disposal
    • Building security
    • Move management
  • Keep financial and non-financial records of space- and workforce-related costs to better understand true overhead and inform future workplace decisions.
    • Total building capacity
    • Square footage of workspace
    • Space utilization
    • Utilization by space type
    • Peak utilization by space
    • Target ratio and actual ratio
    • Cost per head
  • Review utilities consumption and strive to minimize costs. Where applicable, managers should also manage and integrate automated utilities.
  • Provide workplace data to real estate planners for analysis and forecasting that informs broad business decisions, such as signing a new lease, moving the company, determining occupancy goals and more.

The specific demands of every facilities manager will go above and beyond what’s on this checklist, specific to their own unique job. The important takeaway here is that facilities managers need an encompassing understanding of the community they manage and the employees who work there.


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