How to Become a Facilities Manager in 2025? [Step-by-Step Guide]

Have you ever wondered who keeps your workspace lighting working and the air conditioning unit running? That’s how facility managers perform their magic! They are the unnoticed heroes that keep everything functioning smoothly behind the scenes. As an experienced facilities manager myself, I can attest to the vital role we play in keeping office buildings running seamlessly. From maintaining security systems of the building to mitigating risks, our work often goes unnoticed but is essential for a productive work environment. If you’re considering a career in facility management, it’s crucial to master a diverse set of skills. From technical know-how to interpersonal communication, the ability to juggle multiple responsibilities is crucial. In this blog post, I will walk you through the steps on how to become a facilities manager, from mastering the essential skills to landing your dream job.

Who is a Facilities Manager, and What Do They Do?

A facilities manager is responsible for overseeing the operational aspects of buildings or estates, ensuring their functionality and safety. They manage maintenance schedules, implement safety measures, and coordinate with contractors. By optimizing resources and budgets, they strive to create efficient and secure environments for occupants. Their role involves addressing maintenance issues promptly and ensuring compliance with regulations to uphold the integrity of the facilities.

How to Become a Facilities Manager in 5 Simple Steps

Facilities managers play a crucial role in maintaining the smooth operation of large buildings. Let us look at the steps to be taken to become a facilities manager:

Step 1: Master Skills 

Mastering the right skills is the first step to becoming a facilities manager. Also, in today’s job market, continuous learning and skill development are essential for remaining competitive and securing the best opportunities. For instance, ITIL 4 certification equips facilities managers with valuable skills and knowledge that can translate into Increased efficiency and cost-effectiveness in facility operations.

Top Skills Needed to Become a Facilities Manager

Launching a successful career in facility management starts with building a strong foundation of essential skills. Here are the top skills you’ll need to master:

A. Soft Skills

• Organizational Skills: Organizational skills are essential for facility managers. They enable facility managers to effectively manage their time and resources and to ensure that the facility is operated in a safe and efficient manner. They must be able to distinguish critical tasks from routine ones and tackle them accordingly, ensuring the essential elements are addressed first.
• Communication Skills: For facility managers, the ability to communicate well is more than just talking; it’s about connecting seamlessly with everyone in the building, from the top floor executives to the maintenance staff. This means explaining complex ideas in ways that everyone understands without losing any important details.
• Problem-Solving: Problem-solving skills are crucial for facility managers because they face numerous challenges in maintaining and enhancing buildings, services, and workplace experiences. Effective problem-solving ensures smooth operations, compliance with safety regulations, and cost-effectiveness and improves the overall user experience.
• Leadership and Team Management: Facility managers need strong leadership skills to guide their teams effectively. This means assigning tasks wisely based on each team member’s strengths and motivating them with a clear sense of purpose. Facility managers should inspire their teams to recognize how their contributions align with the company’s objectives.

B. Hard Skills

• Sustainability Focus: With sustainability becoming a top priority for many organizations, facility managers find themselves on the front line, leading the charge to minimize environmental impact. As the key decision-makers for building management, they hold the power to integrate sustainable practices into daily operations. This can involve initiatives like installing energy-efficient lighting and HVAC systems, leading to significant reductions in energy consumption and greenhouse gas emissions.
• Hazard and Crisis Management: Facility managers are the backbone of building and campus operations, overseeing a wide range of departments crucial to maintaining a functional, safe, and efficient workplace. While overseeing security, catering, technology, cleaning, and grounds upkeep, facility managers also ensure that essential systems are running smoothly. A proactive approach characterizes their commitment to safety and security, as they diligently identify hazards and make improvements to protect everyone in the facility.
• Building Maintenance and Operations: Keeping buildings running smoothly requires facility managers to understand the basics of how things work. This means knowing about the electrical wires, pipes, heating and cooling systems, and fire safety rules. This knowledge helps them schedule regular checkups for these systems to prevent problems. If something breaks, they can often fix it themselves or know who to call for help. They also need to follow the building rules to keep everyone safe.
• Safety Management: Facility managers need to be knowledgeable about health and safety laws, occupational health guidelines, and risk management techniques to establish and enforce effective safety protocols. Their responsibilities involve conducting audits, training employees, and staying informed about the latest safety regulations and technologies to ensure that safety measures remain effective and up-to-date.
• Creating and Maintaining Information Systems: Facility managers are responsible for establishing and upkeeping information systems. This involves developing efficient methods to track and manage data related to schedules, budgets, maintenance records, and more. The aim is to ensure that all information is well-organized and easily accessible when needed.
• Technology Awareness: Facility management is no longer just about keeping the lights on and the coffee flowing. In today’s fast-paced world, technology is no longer a luxury but a necessity. Facility managers need to stay updated with the latest advancements, from smart building features and automation to powerful software systems. Enrolling in IT Service Management training courses can be highly beneficial for facility managers in today’s technology-integrated facilities.

C. Other Competencies

• Project Management Skills
• Data Analysis and Reporting
• Customer Service and Interpersonal Skills

Top Facilities Manager Certifications / Degree

• Certified Facility Manager (CFM): Offered by the International Facility Management Association (IFMA), the CFM is widely recognized as the gold standard in the industry. It demonstrates expertise in the core areas of facility management and qualifies you for leadership positions.
• Facility Management Professional (FMP): Also offered by IFMA, the FMP is a broader certification suitable for individuals with less experience or those wanting to explore different aspects of facility management.
• LEED Green Associate (LEED GA): This certification from the U.S. Green Building Council demonstrates your understanding of sustainable building practices, making you valuable in today’s eco-conscious environment.
• Certified Sustainable Facility Professional (SFP): Offered by IFMA, the SFP dives deeper into sustainability for facility management, equipping you with advanced knowledge and skills to implement sustainable practices within your facility.
• Certified Plant Engineer: The Certified Plant Engineer (CPE) is a prestigious professional certification program provided by the Association of Facilities Engineering (AFE). The Certified Plant Engineer (CPE) certification is aimed at individuals accountable for the planning, building, management, and upkeep of industrial plants and facilities.
• Bachelor’s degree in Facility Management: Earning a dedicated degree provides a comprehensive foundation in all aspects of facility management, including business, engineering, and technical knowledge. Some universities offer specialized programs like healthcare or sustainability facility management.

Step 2: Determine Your Ideal Timeline 

Deciding on the perfect timeline relies on your personal preferences, objectives, and situation. It’s crucial to thoroughly evaluate these factors before making a choice, ensuring that you opt for the method that aligns best with your requirements and enhances your likelihood of achieving success.

A. Start Learning in a Format That Suits You

As for the learning format, consider whether online courses, classroom learning, or a blended approach best suits your needs. You should ask yourself if you can dedicate full-time study or pursue your goals part-time alongside work commitments. Also, analyze if you prefer online courses, classroom learning, or a blended approach.

• Online Courses: Online courses offer flexibility and self-paced learning, making them ideal for professionals looking to enhance their skills while juggling busy schedules. One such course that is highly crucial for facilities managers is the KnowledgeHut ITIL4 certification course, which emphasizes a systematic approach to process management and continual improvement.
• Classroom Learning: Provides a structured environment and opportunities for interaction with instructors and classmates.
• Blended Learning: Combines online and classroom learning for a well-rounded experience.

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B. How Long Does It Take to Become a Facilities Manager?  

While timelines vary, here’s a broad overview:

• Entry-level roles May be achievable with 0-2 years of experience and relevant training (e.g., online courses, certificates like FMP).
• Mid-level roles Often require 3-5 years of experience and potentially a certification like CFM.
• Senior-level roles: Typically demand 5+ years of experience, a bachelor’s degree, and relevant certifications (CFM, SFP).

Step 3: Begin Building Your Portfolio / Resume

To begin building your resume, start by listing your experiences, skills, and achievements. Begin with a brief summary, then include sections for education, work history, skills, and certifications. Tailor each section to fit the job you’re applying for.

Portfolio Example or Resume Template

Facilities Manager Resume - Download here!