Facilities Coordinator Interview Questions

Interviewer: Good morning, thank you for coming today. Could you please introduce yourself and tell us a little bit about your background?

Candidate: Good morning. My name is John Smith, and I have been working in facilities management for the past 7 years. I have experience in managing both soft and hard facilities services, including procurement, vendor management, maintenance, and repair.

Interviewer: How do you prioritize and manage your workload, especially when there are multiple tasks and conflicting priorities?

Candidate: In my previous roles, I have developed a highly organized approach to managing my tasks. I prioritize tasks by their level of importance and urgency, and I work on the most critical tasks first, using a calendar or other tools to stay organized.

Interviewer: What is your experience with managing budgets, and how do you handle cost overruns?

Candidate: In my previous roles, I have been responsible for managing budgets for facilities management. I am familiar with the process of forecasting budgets, creating cost reports, and tracking expenses. I have developed strategies for handling unexpected costs, such as seeking out cost-effective solutions or negotiating with vendors to reduce costs.

Interviewer: How do you ensure that equipment and machinery are maintained correctly, and what measures do you take to prevent malfunctions?

Candidate: I believe that preventive maintenance is critical to ensuring that equipment and machinery are maintained correctly. I work with vendors to create schedules for regular maintenance and inspections, and I also make sure that my team members are trained to identify potential problems and address them before they escalate.

Interviewer: How do you manage relationships with vendors and contractors, and what steps do you take to ensure that they meet contractual obligations?

Candidate: In my previous roles, I have worked closely with vendors and contractors to ensure that they meet contractual obligations. I believe that clear communication and expectations are key to managing these relationships. I work with vendors and contractors to establish clear timelines, budgets, and deliverables, and I follow up regularly to ensure that they are meeting these obligations.

Interviewer: Have you ever faced an emergency or crisis in your facilities management role, and how did you handle it?

Candidate: Yes, I have faced several emergencies and crises during my facilities management career, ranging from minor issues like power outages to major ones like natural disasters. In each case, I have had to think quickly and prioritize the safety and security of employees and assets. I work with my team members to create plans and procedures for handling emergencies, and I also stay updated on industry best practices for emergency management.

Interviewer: How do you approach the hiring and training of new facilities management staff?

Candidate: I believe that hiring and training the right staff is critical to the success of a facilities management team. I work closely with HR to create job descriptions and screen candidates based on their experience and skills. I also develop onboarding programs that include training in safety protocols, equipment use, and facilities management best practices.

Interviewer: What is your experience with implementing and maintaining health and safety procedures within a facilities management environment?

Candidate: Health and safety are top priority in any facilities environment. In my previous positions, I have worked to create and implement procedures and guidelines to ensure the safety of employees and visitors. I ensure my teams are trained on proper equipment use and safety procedures, and regularly conduct evaluations of our facilities to identify and address potential hazards.

Interviewer: Can you give us an example of how you have improved the efficiency or quality of facilities services in previous roles?

Candidate: In one of my previous positions, I discovered that we were spending a significant amount of time manually tracking and reporting maintenance data. I worked with the IT department to identify and implement a new computerized maintenance management system (CMMS) which streamlined our processes and gave up-to-date data and insight at a click of a button - this saved us time and improved efficiency across the entire team.

Interviewer: Can you explain how you prioritize and manage multiple projects at once?

Candidate: I use time management tools to create timelines and establish priorities based on business needs. I ensure open communication channels with all stakeholders and involve each of them where necessary in the project process to ensure the successful completion of all projects.

Interviewer: Can you give an example of how you have dealt with difficult or dissatisfied clients, and what steps you took to manage their concerns?

Candidate: In my previous role, I once received a complaint from an employee about the temperature in their office. The complaint was valid and several other employees also echoed the same. I took swift action and conducted a survey and subsequently identified the issue and had it resolved in a matter of days. I went further to communicate the actions taken with the employees, which led to better facilities management transparency.

Interviewer: How do you keep up-to-date with new technologies or trends in facilities management, and how do you determine which ones to implement?

Candidate: I regularly read industry publications and attend conferences and webinars to stay informed on the latest trends and technologies in the field of facilities management. Research and feasibility studies are also conducted to determine viable solutions and systems that best fit the needs of the organization's goals, needs and budget.

Interviewer: Are there any challenges or areas of facilities management that you feel you are not experienced in or confident handling?

Candidate: While I have extensive experience handling preventative maintenance, I am constantly looking for systems and software that can help with more effective and efficient preventive maintenance. I am always willing to learn a new thing and highly motivated to learn new skills and enhance my knowledge in facilities management.

Interviewer: Lastly, can you give us a brief overview of your management approach and style?

Candidate: As a facilities management professional, I believe in leading by example and communicating openly and clearly to my team. I am goal-oriented and diplomatic, encourage and emphasize team collaboration and encourage a work culture where employees are respected and empowered to contribute their best. I continuously provide feedback, guidance and support to ensure the team is constantly improving as well as achieving set targets.

Scenario Questions

1. Scenario: One of the HVAC systems has malfunctioned resulting in complaints from employees about the temperature. How would you rectify the situation in a timely manner?

Candidate Answer: I would first assess the severity of the malfunction and check if any immediate actions can be taken to resolve the issue. If not, I would contact the appropriate maintenance personnel to rectify the issue according to the agreed-upon timeframe to minimize disruption to employees.

2. Scenario: There is a leak in one of the washrooms that is causing damage to the floors and walls. How would you handle the situation to ensure it is resolved quickly?

Candidate Answer: First, I would ascertain the severity of the damage and confirm whether it poses any safety or health risks. Then, I would immediately contact the designated maintenance personnel and provide them with detailed information regarding the location of the leak and offer any necessary assistance to resolve the issue. Lastly, I would initiate steps to ensure the affected areas are thoroughly cleaned and disinfected as necessary.

3. Scenario: The power has gone out in one of the meeting rooms due to a tripped circuit breaker. How would you troubleshoot this problem?

Candidate Answer: I would first make sure that all devices in the meeting room are properly unplugged and turned off before resetting the circuit breaker. If the power remains out, I would verify that the issue is not caused by faulty wiring or other infrastructure problems by checking all connection points and testing the power supply. If necessary, I would seek the assistance of qualified personnel to restore the power.

4. Scenario: Staff members have complained about the water pressure being too low in the kitchenette. What actions would you take to resolve the issue?

Candidate Answer: My initial step would involve checking the main water supply and the kitchenette pipes to identify the source of the low pressure. If the issue is with the water supply, I would contact the relevant utility company to address it. If it is a result of issues with the plumbing, I would consult the maintenance person responsible for the area to take necessary action.

5. Scenario: There is a broken window in one of the office rooms. What would be your approach to repairing it?

Candidate Answer: I would assess the severity of the damage and determine whether immediate repairs are necessary to ensure the safety of employees working in the area. Then, I would contact the maintenance staff in charge of the building to schedule the necessary repairs. If the damage is minimal and the situation doesn't pose any immediate risks, I would prioritize the repair in the next maintenance schedule. It is important to check if the window is under warranty or if it is covered by the lease agreement as well.