Why this matters:
A facilities manager performs routine inspections to ensure buildings are safe and in working order. A strong candidate will be able to describe a thorough, step-by-step inspection process, and lay out what steps they would take to identify and act on areas of improvement. The candidate should also mention the importance of careful documentation.
What to listen for:
- An understanding of the importance of regularly scheduled inspections
- Clear tactics for thoroughly documenting work and inspection findings
- Strong organizational skills
Why this matters:
A facilities manager should understand the risks of maintenance work and ensure a safe work environment for their staff. A strong candidate will cite the importance of proper protective gear during more intensive maintenance — closed-toed shoes and safety goggles, for example — and possess a strong understanding of other best practices.
What to listen for:
- In-depth knowledge of local and national occupational health and safety regulations
- A strong sense of ethics
- Ability to lead by example when it comes to using safety gear and following protocols
Why this matters:
With so many responsibilities, a facilities manager must be highly organized. Software programs make it easy to track assets and inventory, keep maintenance and inspection schedules up to date, and manage work orders. A strong candidate will possess at least basic computer literacy and an aptitude for picking up new programs and technologies.
What to listen for:
- Familiarity with basic spreadsheet programs, such as Microsoft Excel, as well as popular facility management software
- Desire to keep up with technological developments in the industry
- Strong sense of digital literacy
Why this matters:
A facilities manager must maintain a secure environment for both building regulars and new visitors. A strong candidate will understand the importance of creating and implementing emergency protocols, such as conducting regular fire drills and maintaining clear signage. They should also be comfortable educating employees on these procedures.
What to listen for:
- Accountability when it comes to maintaining building safety features
- Ability to create and implement emergency procedures
- Excellent attention to detail
Why this matters:
Facilities managers often hire outside contractors to perform specialized maintenance or take on larger projects, such as renovations. You’ll want to ensure your candidate is able to source reliable, high-quality contractors at reasonable rates. Clear vetting criteria, solid negotiation skills, and strong communication skills are must-haves.
What to listen for:
- Specific criteria for vetting outside sources
- Collaborative attitude, with the ability to work seamlessly with outside contractors
- Strong communication and negotiation skills
Why this matters:
Facilities managers occasionally work with other departments to execute special events. Depending on the situation, the facilities manager may organize cleaning and catering, and delegate staff to set up extra seating and tables. A strong candidate should be comfortable leading and working with other team members to ensure success.
What to listen for:
- Ability to collaborate productively with leadership and staff from other departments
- Excellent problem-solving skills, with the ability to think on one’s feet
- Willingness to provide additional support and take initiative when necessary
Why this matters:
The answer to this question should help you determine if the candidate understands the essential skills required for the role, such as problem-solving expertise, organization, and strong leadership. It will also give the candidate a chance to fill in any specialized knowledge or unusual skills from their past that inform their work.
What to listen for:
- Understanding of the essential duties and responsibilities of the role
- Genuine passion for their work
- Values that align with your mission
Why this matters:
Facilities managers provide strong guidance, ensuring that each staff member has the support they need to complete their assigned duties. A strong candidate is a natural leader, adept at delegating tasks and ensuring their team works in a satisfactory, timely manner. Look for someone who’s also interested in forming genuine relationships with their colleagues.
What to listen for:
- Desire to build a rapport with staff
- Empathetic approach to providing constructive feedback
- Awareness of personal leadership style and management tendencies
Why this matters:
Facilities managers, especially those who work in large buildings, handle many priorities simultaneously. They may be supervising a renovation, implementing a new safety procedure, and setting up for a company event all at once. A strong candidate will have clear tactics for staying organized and prioritizing tasks, without letting anything slip through the cracks.
What to listen for:
- Ability to maintain composure while under pressure
- Clear strategies for staying organized, like logging tasks in a preferred database or daily goal setting
- Willingness to ask for assistance when necessary
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