What Is Facility Maintenance? (Key Goals, Examples & Job Roles)

If a building is open to the public or to a select group of people (such as employees or students), the odds are good that facility maintenance will play a vital role in proper upkeep, safety and the overall comfort of those who access the building, making it a necessity for any fully functional facility.

To understand how facility maintenance might pertain to your business, we first need to identify what a facility is. A facility is any physical commercial building where specific activities occur to serve a particular function. A facility can be a hospital, restaurant, school, warehouse, gym, hotel, office building or manufacturing plant. Residential buildings such as houses, apartments and condos are not considered a facility and fall under the term property maintenance.

Let’s take a look at how facility maintenance may apply to your business. We’ll cover everything from key goals to the benefits, disadvantages, job roles and even examples of facility maintenance activities.

What Is Facility Maintenance?

Facility maintenance ensures that all areas, assets and structures within or around a facility are operating as optimally as possible for maximum efficiency and safety. A facility maintenance task can be reactive and unplanned or preventive and scheduled. Such actions may include anything from painting the interior and exterior of a building to cleaning and replacing a building’s HVAC machine filters monthly to help ensure that it runs at peak efficiency. Basically, if the maintenance action impacts the appearance, operation and performance of a facility, it falls within the wheelhouse of facility maintenance.

A facility maintenance worker is responsible for maintaining areas that include rooms, hallways, parking lots, landscape and sidewalks; they also oversee a business’ essential assets, including security alarm systems, HVAC systems, plumbing systems, machinery, and electrical and lighting systems. Finally, a facility maintenance worker also handles all maintenance needs pertaining to building structure, such as painting the exterior and interior of the building as well as general building repair. Without a regular facility maintenance program in place, a facility’s condition and assets are more likely to degrade and break down unexpectedly.

Key Difference Between Facility Maintenance and Facility Management

While it may seem that the two can be used interchangeably, there are major differences between facility maintenance and facility management. Mostly, facility management encompasses facility maintenance. A facility manager’s job includes overseeing building maintenance, managing the maintenance team, organizing and improving office space, coordinating inventory moves (i.e., to a different floor) and virtually any other task pertaining to a building’s functionality. It is the facility manager’s job to run the day-to-day operations of a building to ensure that it is well-maintained, safe and operating efficiently.

Facility maintenance is one aspect of facility management, typically focusing on the inspection and upkeep of assets, utilities and the building as a whole. Facility managers can employ facility maintenance through strategic planning, management of daily operations, building walkthroughs and audits of equipment or processes.

A few examples of facility management include:

• Writing and managing contracts to manage outside vendors for landscaping, security and cleaning
• Looking at ways to reduce the energy use of a facility, such as replacing older lighting with LEDs or reducing the hours a HVAC unit runs
• Managing budgets for the whole facility that can include maintenance, vendors, energy consumption, personnel and maintenance management software solutions
• Ensuring that the facility is compliant with health and safety regulations
• Managing a team across different divisions
• Choosing a facility maintenance management software and training the team to use it
• Overseeing asset management and work order management via a facility management software or computerized maintenance management system (CMMS) software

Contrarily, examples of facility maintenance may cover:

• Monthly lubrication of all moving parts in a HVAC unit
• Changing light bulbs
• Regular deep cleaning of a building’s carpet
• Replacing a valve in the plumbing system
• Regular inspections of lighting systems

Benefits of Facility Maintenance

There are several potential benefits of implementing different types of facility maintenance work in a commercial environment. Some of these may include:

• Tenant satisfaction: If daily operations run smoothly within a work or living space, tenants are more likely to be satisfied, producing stronger results for the business.
• Increases lifespan of your facility’s assets: Setting up regular maintenance schedules and inspections of an asset will ensure that it is operating efficiently and ultimately increase its lifespan and overall asset performance.
• Cost-effective workplace environment: Facility maintenance ensures that a space contains what it needs for optimal operations — no more, no less. This makes for more cost-effective ordering processes, which can lead to a significant cost savings.
• Ability to focus on other priorities: With a facility maintenance plan in place, property or business managers are free to focus their time and money on other areas, such as increasing employee engagement, investing in new technology or even scaling the business where possible.
• Improved efficiency: Proper facility maintenance motivates employees, improves daily operations and ensures that all equipment and technology function as they should.

Disadvantages of Facility Maintenance

While the disadvantages of facility maintenance are relatively few, here are some potential drawbacks worth considering:

• Costly for smaller organizations: Smaller businesses may not be able to afford the cost of a facility manager and technician (and in these cases, the expense may not make sense).
• Potential breach of security and confidentiality: Facility managers typically get involved in multiple corners of a space to ensure it is optimized for those who live or work there. With this comes the possibility of security or confidentiality issues, though a confidentiality agreement will mitigate such a risk.
• Potential loss of control (for property managers): Since property managers have different responsibilities overseeing other areas of a building or business, they should be prepared to relinquish the relevant responsibilities to any facility manager they hire. Like any partnership, this may result in future conflict if the property manager’s vision clashes with that of the facility manager.

Job Roles in Facility Maintenance

Several job roles fall under the facility maintenance umbrella. We’ve already touched briefly on a few of them, but we’ll explore the distinct responsibilities of each below.

Since facility maintenance is somewhat broad and technically covers the duties of several roles, the field is further broken down into different areas to be managed separately. Three positions which are encompassed by facility maintenance include: facility manager, property manager and maintenance technician. Let’s take a closer look at each.

Facility Manager

A facility manager works to ensure that processes within a building or organization work efficiently and that personnel or tenants are comfortable. Technically, the position covers multiple disciplines to improve aspects of office or residential life in the areas of functionality and safety. Some niches that facility management works within include employee engagement, health and well-being, and sustainability. This position benefits most from using a facility management software.

Responsibilities: Planning and coordinating work orders for installations and refurbishments; managing and evaluating equipment to meet health and safety standards; forecasting the facility’s future needs; supervising teams across business divisions to ensure a harmonious work environment.

Salary range: Approximately $72,669 a year, according to Payscale.

Property Manager

A property manager is responsible for ensuring the safety and functionality of a property’s infrastructure(s). Differing from a facility manager’s focus, a property manager is charged with overseeing the building rather than the building’s internal operations (pertaining to people and processes). He or she manages the building and acts as a liaison between the tenant(s) and the landlord.

Responsibilities: Ensuring building capacity accommodates the number of people who live or work on the premises; enforces rentals (if applicable) and manages the building’s budget; interviewing tenants and running credit checks.

Salary range: Approximately $54,249 a year, according to Glassdoor.

Maintenance Technician

A maintenance technician works closely with the facility manager in performing corrective maintenance on equipment defects and performing emergency repairs when mechanical or electrical problems arise within a building. A maintenance technician’s services can extend from changing a light bulb to calibrating machinery and can also include other tasks that target repairs or part replacement in an effort to avoid equipment downtime.

Responsibilities: Resolving issues with machinery or infrastructure; assisting with installation of new equipment; equipment calibration; taking preventive maintenance steps to prevent equipment failures and disruptions; maintaining logs of equipment history and breakdowns; conducting building walkthroughs. A facility maintenance software can benefit a maintenance tech by helping with work order automations on capital assets as well as using IoT sensors and real-time tracking to accommodate predictive maintenance strategies.

Salary range: Approximately $39,995 a year, according to Glassdoor.

Buildings That Require Facility Maintenance

• Large commercial buildings: Offices require functional equipment and smooth operations to run as efficiently as possible. Any piece of equipment that needs scheduled or routine maintenance falls within the realm of facility maintenance. Ensuring that essential machinery is fully functional provides a more comfortable and productive work environment for personnel.
• Hospitals: Due to the numerous operations that a hospital environment provides each day — not to mention its sheer size — facility maintenance is extremely beneficial for ensuring a hospital building remains compliant with OSHA’s sanitation and safety guidelines. Facility maintenance also focuses on certain preventive maintenance actions in a hospital, such as scheduling inspections for imaging equipment.
• Universities: Like hospitals, universities are large in scale. With so many separate buildings and facilities on campus, facility maintenance is crucial for keeping faculty, staff and students comfortable and safe. Some areas of focus might include pest control, organization and replacement of classroom furniture and equipment, and overseeing routine painting of public and common areas.
• Warehouses: Warehouses and distribution centers contain many large pieces of equipment such as forklifts, conveyors, pallet jacks and more that are all handled in-house. With so much equipment, facility maintenance is crucial to keep these assets up and running and minimize downtime to ensure that the warehouse is able to streamline fulfillment.

Certifications for Facility Professionals

It’s generally not required for facility professionals to have a college degree. Those who earned a bachelor’s degree and have gone on to work in facility management typically majored in business, engineering, facility management or information management.

No matter what your background may be, if you’re interested in applying for a facility maintenance position, there are several certification options you can invest in to make yourself a more competitive applicant. You should know that the International Facility Management Association (IFMA) recognizes two types of certifications: the Facility Management Professional certification and the Certified Facility Managers credential.

Here’s some more information for you to consider:

The Facility Management Professional (FMP) Certificate Program

The Facility Management Professional Certificate Program, supplied by IFMA, is a strong option for those who have little to no prior training or knowledge about facility maintenance. You don’t need any prerequisites to sign up, and costs vary based on background.

Certified Facility Manager (CFM) Credential

The Certified Facility Manager credential is among the most prestigious certification programs available. According to the IFMA website, it’s “the industry standard in facility maintenance certification.” This credential entails applying for and taking an exam to test your expertise in 11 core competencies of facility maintenance. Cost starts at $550 for IFMA members or $815 for non-members.

Facilities Management Certificate (FMC)

The Facilities Management Certificate is a training program that provides insider knowledge about running a facility efficiently. Courses include Fundamentals of Facilities Management as well as Design, Operation and Maintenance of Building Systems Parts 1 & 2. This flexible, self-paced program is priced at just $225. While this certification provides a budget-friendly option for improving your facility maintenance expertise, bear in mind that its provider (BOMI) does not carry the same prestige as credentials from IFMA.

Depending on what you’re hoping to accomplish with your certification or credential and how important cost is to you, these are just a few possible options to get you started on your journey toward becoming a facility maintenance professional.

HVAC Certification

HVAC certifications vary by state, and some states require technicians to become licensed by passing exams. The best way to figure out what certifications and licenses you need is to search “[your state] + HVAC license regulations” on Google or click your state on this map.