Prepare for your Facilities Manager interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
The interviewer may ask this question to assess your ability to work with others and collaborate on projects. Use examples from previous experience where you successfully worked as part of a team, collaborated with colleagues or communicated with other professionals to complete tasks or projects.
Answer Example: "Yes, I am comfortable working with a team of professionals to manage a facility. In my current role as a facilities manager, I work closely with my team members to ensure that we are all working toward the same goals. We meet regularly to discuss progress on projects, any challenges we’re facing and ways we can overcome them. We also collaborate on tasks such as ordering supplies or planning events at the facility. Working together has helped me learn from other professionals and develop new skills."
This question is your opportunity to show the interviewer that you have the skills and abilities needed to be successful in this role. You can answer this question by describing some of the most important qualities and why they are so important.
Answer Example: "A facilities manager should be organized, detail-oriented and have excellent communication skills. They should also be able to work well under pressure, be proactive and have an eye for detail. These qualities are essential for a successful facilities manager because they help them stay on top of all their responsibilities and ensure that their team is working efficiently."
This question can help the interviewer understand how you plan for future projects and ensure that you have the resources needed to complete them. Use examples from past experience to explain what steps you take when planning major renovations or upgrades to a building.
Answer Example: "In my last role as a facilities manager, we had a building that needed major renovations due to aging infrastructure and outdated systems. I worked with my team to create a plan for the renovations, which included creating a budget, identifying contractors and vendors and scheduling the timeline for completion. We also had to ensure that all employees were aware of any changes that would take place during the renovations."
The interviewer may ask you this question to understand how you use your skills and experience to evaluate a facility’s current state and determine its needs. Your answer should include steps that you take during this process, including any tools or software you use to help you evaluate a facility’s condition.
Answer Example: "I first assess the current state of the facility by conducting a thorough walkthrough of the entire property. During this walkthrough, I take note of any minor maintenance issues such as cracked tiles or broken light fixtures and record them in a checklist so I can later prioritize them based on importance. Next, I use the information from my walkthrough to create a detailed map of the facility that includes each room and area within it. This helps me visualize where there may be opportunities for improvement or expansion. Finally, I use this information to create a facilities management plan that outlines the goals of the facility and the steps we need to take to achieve them."
The interviewer may ask this question to learn more about your financial management skills. Use examples from previous jobs that show how you managed budgets, calculated costs and planned projects effectively.
Answer Example: "In my last role as facilities manager for a large company, I had to manage a budget for a new office building project. The company wanted to build the facility within a certain budget, so I had to make sure all of my expenses were accurate. I also had to make sure that all of the contractors I hired were qualified and affordable. In the end, we were able to build the office within our budget and it turned out beautifully."
This question allows you to show the interviewer what your priorities are and how you would approach this role. Priorities can vary depending on the company and the role, so it’s important to answer this question honestly while also showing that you have an understanding of what is expected from a facilities manager.
Answer Example: "My top priority would be ensuring the safety of all employees at this company. I would do this by ensuring all equipment is in good working order and regularly inspected by professionals. I also plan to create an efficient workflow for maintenance tasks so that we can ensure all buildings are clean and well-maintained."
This question can help interviewers understand how you would handle a situation that could be challenging. Use your answer to highlight your people skills and ability to communicate effectively.
Answer Example: "I would first try to educate the employees on the security protocol by providing them with resources or training opportunities. If they still weren’t following the rules after that, I would meet with them individually to discuss their behavior and why it’s important. If after all of this, they still aren’t complying, I would take disciplinary action up to and including termination."
The interviewer may ask this question to learn more about your interpersonal skills. They want to know how you interact with other managers and whether you can communicate effectively. In your answer, try to show that you are a team player who is willing to collaborate with others.
Answer Example: "I am an excellent communicator. I have worked in facilities management for over 10 years, so I have developed strong relationships with other management staff members. I always make sure to communicate clearly and thoroughly with my colleagues so they understand my plans and objectives. I also like to collaborate with other managers on projects and initiatives. This helps me learn new things and develop my skills."
This question can help the interviewer determine your experience level with management software and how you use it in your daily work. If you have previous experience using management software, share what type of software it was and what benefits you gained from using it. If you don’t have any experience using management software, explain that you are open to learning new systems and techniques.
Answer Example: "Yes, I have extensive experience using management software to track facility activities. In my current role as facilities manager, I use a variety of management software programs to manage all aspects of the facility. I am familiar with popular management software like Microsoft Office 365, Google Suite, and Salesforce.com. I also regularly use third-party software such as Trello, Asana, and Slack to communicate with my team members and keep track of ongoing projects."
This question can help the interviewer understand how you prioritize your work and make decisions. Your answer should show that you are aware of important factors when evaluating facilities, such as safety, cost and customer satisfaction.
Answer Example: "I consider several factors when evaluating a facility’s needs, including the size of the space, its current condition and its future expansion potential. I also take into account any regulatory requirements or compliance issues that may need to be addressed. Finally, I take into account customer feedback and satisfaction surveys to ensure that we are meeting their needs."
The interviewer may ask this question to see if you have experience with environmental sustainability. They want to know how you plan to keep their company’s facilities environmentally friendly while also maintaining their buildings’ functionality. In your answer, explain what green practices you use in your current role or what you would implement if given the opportunity.
Answer Example: "I believe in using sustainable practices when managing facilities. I always make sure to recycle all waste materials, use energy-efficient lighting and appliances and reduce water usage whenever possible. At my current job, we have implemented a recycling program where employees can drop off recyclable materials in designated bins throughout the building. We also have an incentive program where employees receive points for each pound of recyclable material they bring to the bins. At the end of each month, they can redeem their points for prizes."
Training new employees is a common responsibility for facilities managers. Employers ask this question to make sure you have experience teaching others about the responsibilities of the job and how to complete them successfully. In your answer, explain how you would provide training for new employees on facility procedures and protocols. Explain that you would do so in a way that’s easy to understand for someone who is new to the field.
Answer Example: "I believe that training new employees on facility procedures is an important part of my job as a facilities manager. I always make sure to provide thorough training that covers all aspects of the job. To do this, I start by giving them an overview of the different areas within the facility and their specific responsibilities. Then, I go into detail about each procedure or protocol they need to know. Finally, I give them time to ask questions so they feel comfortable with their new role."
Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, make a list of all the skills and experiences that qualify you for this role. Focus on what makes you unique from other candidates and highlight any certifications or training you have completed.
Answer Example: "I am passionate about my work and I strive to do it well. I’ve been in this industry for over 10 years, so I have a lot of experience that I can bring to this position. My previous employer said I was one of the best facilities managers they’ve ever had because I always worked hard to ensure our buildings were safe and efficient."
This question can help the interviewer determine your level of experience with various software platforms. If you have previous experience using a specific platform, share what you like about it and how it has helped you perform your job duties. If you don’t have any experience with a particular platform, consider mentioning other software programs that you are familiar with and how they relate to the one you don’t know.
Answer Example: "I’ve used several facility management software platforms in my previous roles, including Microsoft Office 365, G Suite, and Zoho. I find that each platform has its own unique benefits, but I especially like Zoho because it allows me to access all of my important documents from anywhere. I also like that it integrates with other popular programs like Dropbox and Google Drive."
This question is your opportunity to show the interviewer that you understand the importance of facilities management and how it impacts a company. Your answer should include an example from your experience that shows you know what is important in this role.
Answer Example: "I think communication is the most important aspect of facilities management because it allows me to keep everyone up-to-date on projects and plans. In my last position, I was working on updating our building’s security system when I noticed some employees were having issues with their access cards. I contacted the IT department to find out why this was happening and learned that they were updating their system. We needed to make sure our systems were compatible, so I had the IT team come in to test our cards before we implemented the new system."
The interviewer may ask this question to learn more about your inspection process. They want to know how often you check the safety and maintenance of the building, as well as how you prioritize these tasks. Use examples from your experience to explain how you manage these responsibilities.
Answer Example: "I perform facility inspections every month, usually on the first Monday of every month. During these inspections, I walk through the entire building to check for any safety hazards or maintenance issues. If I find something, I make sure to address it as soon as possible. For example, if I notice a light bulb is out in one of the offices, I will replace it right away so no one trips on the dark floor."
This question can help interviewers understand how you would handle a problem in the workplace. Use your answer to show that you are willing to solve issues and work with others to find solutions.
Answer Example: "I would first check the reservation system to see if there was an error in the system. If not, I would contact the person who made the reservation to make sure they know about the discrepancy. Then, I would speak with the person in charge of the meeting to find out why there are more people attending than expected. This could be due to a last-minute change in plans or a miscommunication about the number of attendees."
The interviewer may ask this question to learn more about your cleaning and safety management skills. Use examples from past experiences to highlight how you ensure that facilities are clean and safe for employees to work in.
Answer Example: "I use several methods to ensure that facilities are kept clean and safe. First, I have an annual cleaning schedule that I create in collaboration with other department heads. This helps me know when to schedule cleaning crews for different areas of the building. Second, I implement a monthly checklist system for each department so that they can track their own progress in keeping their areas clean. Finally, I regularly walk through the building to check for any issues or concerns."
The interviewer may ask this question to learn more about your training and communication skills. Use examples from previous experiences where you helped staff members understand new procedures or trained them on how to perform their job duties.
Answer Example: "I believe that training and communication are essential parts of any successful facility management team. I make sure all staff members are properly trained on their roles and responsibilities, as well as any new procedures or policies that are implemented. In my previous position, I implemented a new system for tracking inventory in the warehouse. I trained all employees on the new software so they could learn how to use it effectively."
Employers ask this question to see if you are committed to your career and how you plan to grow in it. They want to know that you are eager to learn new things, attend conferences and seminars and network with other professionals in the field. Use examples from your past experience of how you stay up-to-date on trends in facilities management.
Answer Example: "I am always looking for ways to improve our facility’s operations, which led me to take an online course on facility management software. The course taught me about different software programs available for our company and how they can help us manage our space more efficiently. I also regularly read industry magazines and blogs to stay informed about new technologies and best practices."
