Regional Facilities Manager (RFM)

The Regional Facilities Manager (RFM) is the senior facilities leader responsible for driving consistent operational performance, asset health, compliance, and cross-functional collaboration across a regional portfolio of properties.

This role exists to lead, scale, and govern facilities operations, not to supplement site staffing or act as a regional technician. The RFM owns the systems, standards, performance oversight, and development of facilities leadership capability necessary to deliver long-term operational stability and asset preservation.

An effective RFM functions as both a people-focused leader and asset manager, bridging site-level execution with regional and corporate strategy. Success is measured by sustained facilities performance, well-developed Facilities Managers, and resilient operations that perform regardless of individual property challenges.

Core Responsibilities

1. Regional Leadership & Accountability

Own regional facilities performance outcomes, including:

• Work order volume, completion speed, aged backlog, and repeat issues
• Preventive maintenance (PM) compliance and sustainability
• Facility condition, asset health, and longevity

Serve as the facilities execution leader for the region, ensuring consistency in priorities, standards, and decision-making.

Translate corporate objectives and operational priorities into structured, executable plans for Facilities Managers (FMs).

Ensure that identified facilities issues are not only documented, but fully executed and resolved.

2. Facilities Leadership, Coaching & Performance Oversight

• Provide functional leadership and subject-matter expertise for Facilities Managers and site-level maintenance teams
• Establish clear regional facilities standards and performance expectations

Conduct structured engagement with FMs, including:

• Weekly performance and KPI check-ins
• Monthly performance and development discussions
• Monitor FM performance using data, site engagement, and trend analysis
• Identify skill gaps, execution challenges, and role misalignments
• Develop and recommend corrective action plans in partnership with Operations leadership and Human Resources
• Support succession planning and long-term development of facilities talent

While the RFM does not maintain formal direct reporting authority, the role is expected to possess the knowledge, experience, and leadership capability to manage facilities performance and partner closely with leadership to ensure concerns are addressed effectively.

3. Operational Execution & Standardization

• Design, implement, and enforce regional workflows, processes, and SOPs
• Drive operational consistency without micromanagement

This is achieved by:

• Leveraging BI tools, reporting, and automation
• Focusing on trends, outliers, and repeat failures

Validate execution through:

• Data review and reporting
• Regular site engagement
• Structured follow-up and accountability

Hands-on intervention may occur for training, stabilization, or escalation, but should not replace FM ownership or ongoing site execution.

4. Preventive Maintenance & Asset Management

Own the regional preventive maintenance strategy, ensuring execution across:

• HVAC systems
• Appliances
• Life-safety systems
• Building infrastructure
• Ensure asset tracking, documentation, and lifecycle planning
• Extend asset life through disciplined planning and monitoring

Partner with Asset Management and Capital teams on:

• Scope development
• Project oversight
• Execution validation (excluding day-to-day capital ownership)

5. Financial & Budget Partnership

• Act as a financially fluent facilities leader
• Partner with Operations leadership on budget planning and forecasting
• Monitor spend trends against operational performance
• Ensure FMs understand financial impacts and cost drivers
• Drive cost efficiency through vendor strategy, inventory planning, and regional resource allocation
• Align facilities decisions with NOI and long-term asset strategy

6. Vendor & Project Oversight

• Vet, approve, and manage vendor relationships
• Ensure consistency in pricing, scope, quality, and safety
• Review and level bids

Oversee execution of:

• Minor or mid-size repair projects
• Compliance-driven work
• Partner with Capital Department Project Team on your Portfolio’s capital projects

7. Site Visits: Governance & Leadership Focus

Conduct structured site visits including:

• Facility and operational assessments
• FM and GM leadership alignment evaluation
• SWOT analysis

Ensure each visit results in:

• Clearly defined priorities
• Assigned ownership
• Timelines
• Documented follow-up

When an RFM leaves a site, Facilities Managers & site team members should have clear direction and full transparency around accountability, and support from their RFM.

8. Cross-Functional & Executive Leadership

Partner with Operations leadership to jointly own outcomes:

• RFMs own technical execution and facilities performance
• Operations leadership owns financial outcomes
• Both share accountability for resident impact
• Represent Facilities with a consistent voice
• Advocate for site-level needs
• Present issues with clear problem statements, options, and recommendations