How to Write a Facilities Maintenance Job Description

By Dave Clifton
Content Strategy Specialist
SpaceIQ

Scalability is an obstacle for many companies, not only when it comes to production and fulfillment, but for staffing as well. One area in particular that’s difficult to staff is facilities maintenance—often because businesses aren’t quite sure of who to staff or in what capacity. They start writing a facilities maintenance job description and stop because they’re not sure what responsibilities they’re hiring for.

There’s a broad scope of qualified facilities maintenance professionals out there to choose from. The question is: who brings the most value to an in-house team? It doesn’t make sense to hire a plumber when you could call any one of a dozen nearby. Instead, you want to bring multifaceted talent in-house—someone who can tend to the many everyday needs of facilities, to keep them running smoothly.

Here’s how to write a facilities maintenance job description, to attract the type of professional your facilities deserve at the helm.

Why hire facilities maintenance personnel?

First, ask yourself what your general need for facilities maintenance is. The decision to hire an in-house maintenance professional or build out a team hinges on several key factors:

• Consistent demand for facilities maintenance
• Cost savings generated by hiring staff
• Convenience associated with on-site staff
• The shift to an integrated management approach

As a company grows, facilities demands tend to scale along with it. The decision to bring on a facility maintenance manager or build out an in-house team should support the continued success of the company. For example, an on-site handyman can resolve a basic electrical problem within the hour, while outsourcing this task might take an entire day or more.

Consider the reasons behind hiring facilities maintenance personnel as you begin the search. When you understand the objective, it’ll be easier to describe the position and communicate expectations to candidates.

Describe the position and expectations

What are the main roles of a facilities maintenance manager? What do you expect from facilities maintenance personnel on a day-to-day basis? These are the most important pieces of information to put into a job description, because they set the tone for applicants. While the job title might be what attracts them, discerning candidates will read the job duties to know exactly what they’re applying for. Here’s what to include:

• A sampling or broad list of daily, weekly, monthly tasks
• Delineate any special tasks or duties that require advanced knowledge
• Information about the role as a standalone position or part of a team
• Describe chain of command and who the hire will report to
• Mention software or systems candidates should be familiar with
• Physical demands of the job, such as lifting heavy objects
• Describe the business and size/type of facilities

Facilities maintenance is a broad description. A detailed breakdown of the specific position, duties, and expectations casts a more defined net out into the ocean of potential candidates. The more information provided, the better the applicant pool will be (theoretically).

Set qualifications (and be specific)

One final important part of writing a good facilities maintenance job description is to be specific about qualifications. This applies to companies large and small, especially in sectors where special skills, knowledge, or training are important. Ask potential candidates for the following:

• Formal education (ex. Bachelor’s Degree in Facilities Maintenance)
• Certifications (ex. SMC certification from BOMI)
• Memberships (ex. IFMA Membership)
• Specialized training (ex. journeyman electrician)

Establish qualifications for applicants to narrow the scope of who you’re looking for, and to make sure individuals you interview have the baseline capabilities to do the job you need them to. For example, if you need a repair technician to oversee your expanding IoT network, post a description with specific education, training, and certification surrounding smart buildings and the IoT.

A sample facilities maintenance job description

What should your final facilities maintenance job description look like? Here’s a basic sample:

Description

Facility Maintenance Professionals are responsible for basic maintenance and repair of the facility, including interior, exterior, and vital systems (HVAC, plumbing, electrical). Individuals should prepare to field work request tickets through a CMMS and respond to the general everyday needs of facilities upkeep. New hires will work as part of a three-person team, responsible for upkeep of 15,000 square feet of traditional commercial office space.

Basic Duties

• Drywall/plaster repair and painting
• Furniture assembly and relocation
• Changing lights and/or fixtures
• Plumbing repairs, replacements, installation
• Carpentry repairs and installations (doors, shelves, countertops)
• Minor repair of electrical devices
• Facilities safety inspections
• Concrete and asphalt paving inspections and repairs
• Grounds and security maintenance (fencing, gate arms and gates)

Expectations

• Maintain tools and equipment in clean, safe, working order
• Adhere to all safety requirements and wear proper Personal Protective Equipment
• Respond to emergency situations to ensure employee and facility safety
• Comply with OSHA and other local, state and federal regulations
• Adhere to organization and facilities department policies and procedures
• Build relationships and demonstrate a high level of cooperation

Qualifications

• High school diploma or general education degree (GED)
• 2 years facility maintenance experience
• Familiarity with CMMS ticketing system
• Valid state Driver’s License
• The ability to lift and/or move up to 100 pounds

Keep in mind, this is merely a basic example of a facility maintenance job description. Your description should be specific to your company’s needs, your unique facilities, and your hiring objectives.

Focus on building a maintenance team

Whether you’re hiring your first in-house maintenance staff member or your 50th, keep scalability in mind. The purpose of hiring these professionals is to ensure the continued smooth operation of facilities. Hire qualified staff who can work together and cooperate as a unit. After all, the success of your in-house maintenance team is directly evident in the upkeep, maintenance, and efficiency of your facilities.

Keep reading: Get Familiar with a Facility Maintenance Plan