When you’re up for a facilities manager position, the interview can be challenging. They may ask about your experience, technical knowledge, and management skills. To help you prepare, we’ve compiled some of the most common facilities manager interview questions along with example responses.
| Job Description | A Facilities Manager is responsible for making sure that buildings and their services meet the needs of the people that work in them. They are accountable for services such as cleaning, security and parking, to make sure the surrounding environment is in a suitable condition to work. They also manage any building maintenance issues and may be involved in renovations or new construction projects. |
| Skills | Project management, Leadership, Budgeting, Problem-solving, Communication, Negotiation, Critical thinking, Operational efficiency |
| Industry | Real Estate, Healthcare, Education, Corporate, Government, Retail |
| Experience Level | Mid to Senior level |
| Education Requirements | Bachelor’s degree in facilities management, business management, or related field. A Master’s degree or relevant certifications can be beneficial. |
| Work Environment | Office environment, though they may spend some time on the field inspecting facilities. They may also need to be on call for emergency situations. |
| Salary Range | $50,000 – $100,000 per year |
| Career Path | Facilities Managers often start out in junior roles such as Facilities Assistant or Coordinator, before progressing to a Facilities Manager position. With further experience and qualifications, they can move into senior roles such as Director of Facilities Management, or specialize in areas such as sustainability or project management. |
| Popular Companies | CBRE, JLL (Jones Lang LaSalle), ISS Facilities Services, Sodexo, Aramark |
Facilities Manager Interview Questions
Can you describe a situation where you had to make a tough decision regarding facility maintenance or operations?
How to Answer:
In your response, you should demonstrate your problem-solving skills, decision-making ability, and understanding of priority setting. Talk about a real situation where you were faced with a difficult decision. Describe the situation, the options you considered, your thought process, the decision you made, and the outcome.
Example:
In my previous role, we had a situation where the HVAC system in one of our main buildings failed unexpectedly. We had the option to repair the old system which was going to be expensive and time-consuming or replace it with a new one which was costlier upfront but had benefits in the long run. I evaluated the pros and cons of both options. I considered factors like overall cost, time required, impact on the company’s operations, and energy efficiency. After thorough consideration, I decided to replace the old system. Although it was a large upfront cost, it was more energy-efficient, required less maintenance, and was less likely to disrupt our operations in the future. The decision turned out to be beneficial as we saw a decrease in maintenance costs and energy bills over time.
How do you handle unexpected issues or emergencies that affect the facility’s operation?
How to Answer:
The interviewer wants to know how you handle crisis situations and your problem-solving skills. Show your ability to remain calm, analyze the situation, and make quick, informed decisions. Discuss your communication skills and how you notify all relevant parties. Also, highlight your knowledge of emergency procedures and safety regulations.
Example:
In my previous role, we had an unexpected power outage which affected the entire building. I immediately activated the emergency response procedure, ensuring all staff were safe and accounted for. I notified the power company and kept senior management informed of the situation. I also coordinated with the IT department to prevent any data loss. We had power back within two hours, and I held a debriefing session afterward to discuss what we could improve in our response. It was a difficult situation, but we managed it effectively and learned from it.
Can you explain how you would manage and oversee a large-scale facility renovation project?
How to Answer:
In your answer, focus on your project management skills, your ability to coordinate with different teams, your attention to details, and your ability to keep a project on time and on budget. You should also discuss any experience you have with managing similar projects in the past.
Example:
In my previous role, I managed a multi-million dollar renovation project for our main facility. I was responsible for coordinating with the contractors, architects, and internal teams to ensure the project was completed on time and within budget. I also had to manage unexpected challenges, like delays due to weather or changes in the project scope. Despite these challenges, the project was completed successfully and has greatly improved our facility’s efficiency and functionality.
How would you ensure the safety of the facility and its occupants?
How to Answer:
Highlight your understanding of safety protocols and regulations related to facility management. Discuss your experience in creating and implementing safety measures, conducting regular inspections, and providing safety training to staff. It’s also important to mention how you handle safety violations and emergencies.
Example:
Ensuring the safety of the facility and its occupants is my top priority as a Facilities Manager. I adhere strictly to safety regulations and ensure my team does the same. I conduct regular inspections to identify potential safety hazards and take immediate action to address them. I also arrange safety training sessions for staff to ensure they are aware of safety protocols. In case of safety violations, I take disciplinary action as per company policy. In emergencies, I act swiftly and coordinate with the relevant departments to ensure minimal harm to occupants and the facility.
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How do you balance the need for cost-effectiveness with the demand for quality in facilities management?
How to Answer:
The interviewer wants to know if you can make smart financial decisions without compromising the quality of facilities’ maintenance or operations. You should show that you are able to prioritize tasks and resources based on their impact and urgency. Explain how you balance the budget, make cost-effective choices, and ensure the quality of work. Mention any cost-saving strategies you’ve implemented in the past and how they still ensured quality.
Example:
In my previous role, I had a strict budget for facilities management. However, I made sure that the quality of our services was never compromised. I did this by carefully prioritizing tasks based on their impact on the facility and its users. For example, I found a supplier who could provide us with quality materials at a lower cost. I also trained my team to perform routine checks and maintenance to prevent expensive damages. As a result, we were able to reduce our operational costs by 15% without compromising on quality.
How do you prioritize tasks and projects when managing facilities?
How to Answer:
The candidate should demonstrate their ability to manage their time effectively, make decisions based on urgency and importance, and multitask. They should mention any tools or systems they use to keep track of tasks. They should also talk about how they work with their team to delegate tasks and ensure everything gets done.
Example:
I typically start my day by reviewing the tasks and projects that need to be completed. I prioritize them based on their urgency and importance. I use project management software to keep track of tasks and deadlines, and I regularly communicate with my team to delegate tasks and ensure everything is progressing as planned. If an unexpected issue arises, I reassess my priorities and adjust my schedule as needed.
Can you describe your approach to managing relationships with vendors and contractors?
How to Answer:
In answering this question, you should demonstrate your negotiation skills, your ability to build and maintain professional relationships, and your understanding of the importance of these relationships in facility management. Mention any strategies you use to ensure effective communication and collaboration, and give specific examples of how you’ve successfully managed these relationships in the past.
Example:
In my previous role, I developed long-standing relationships with a variety of vendors and contractors. I believe in maintaining open lines of communication and setting clear expectations from the outset. For example, I had a situation where a contractor was not meeting the agreed-upon deadlines. I addressed this directly with them, we reviewed the project timeline and were able to come up with a solution that got us back on track. It’s important to manage these relationships with respect and professionalism, and I’ve found that doing so results in better outcomes for everyone involved.
Can you describe your experience with utilizing technology in facilities management?
How to Answer:
When answering this question, try to provide examples of how you have used technology to improve efficiency or solve problems in facilities management. This could include the use of software for tracking maintenance tasks, energy management systems, or even smart technology for monitoring and controlling building systems. Be sure to explain how the technology benefited the facility and its occupants.
Example:
In my previous role as a facilities manager, I implemented a computerized maintenance management system (CMMS) that significantly improved our task tracking and maintenance scheduling. The system enabled us to monitor the status of tasks in real-time, prioritize work orders, and ensure timely completion of tasks. It also allowed us to keep a record of all maintenance activities and use this data to identify trends and make informed decisions. Additionally, I introduced a building automation system that helped us to monitor and control the building’s HVAC system remotely. This resulted in significant energy savings and improved comfort for the building’s occupants.
Could you describe a time when you had to implement a new policy or process in your facility? How did you ensure compliance?
How to Answer:
In answering this question, share an instance where you not only had to implement a new policy or process, but also had to ensure that everyone complied. Discuss the steps you took to communicate the change, train staff, monitor compliance, and address any issues or resistance. This question is looking for evidence of your leadership skills, communication abilities, and your experience in change management.
Example:
In my previous role, we implemented a new waste management policy to increase our recycling rate and reduce our carbon footprint. I began by communicating the reasons for the change and the benefits it would bring to both the company and the environment. I provided training for all staff members and set up a system for monitoring compliance. Initially, there was some resistance from staff who were used to the old system, so I worked with them individually to address their concerns and provide additional training. Within three months, we had achieved a 20% increase in our recycling rate.
What strategies or methods do you use to manage energy consumption in a facility?
How to Answer:
Discuss about your knowledge and experience in energy management. Mention the strategies you’ve implemented to reduce energy consumption, like energy audits, energy-efficient equipment, or automation systems. Also, talk about how you measure and monitor energy usage, and adjust strategies accordingly.
Example:
I believe energy management is an essential aspect of facilities management. In my previous role, I initiated regular energy audits to identify areas of high energy consumption. I also implemented the use of energy-efficient equipment and lights, which significantly reduced our energy bills. Additionally, I used a Building Management System to monitor energy usage in real-time, which allowed us to identify any spikes in energy consumption and address them promptly. This proactive approach helped us manage our energy consumption effectively, resulting in substantial cost savings for the company.
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