Facilities Maintenance Scheduling
Facilities Maintenance Scheduling is the systematic planning and coordination of upkeep activities for physical structures and assets. It encompasses prioritizing routine, corrective, and preventative duties with efficiency. Effective scheduling boosts asset longevity, optimizes resource use, and promotes safety, contributing to an enhanced working environment and cost containment.
Level 1: Emerging
At a foundational level you are learning to follow basic maintenance schedules and instructions set by others, ensuring tasks are completed as directed and on time. You assist with tracking simple upkeep activities for facilities and equipment. This helps maintain a safe workplace and supports smooth day-to-day operations.
Level 2: Proficient
At a developing level you are able to follow set schedules for routine and preventative maintenance, ensuring tasks are carried out as directed. You recognize the importance of maintaining accurate records and reporting basic issues to others. Your actions help support asset reliability and a safe working environment for colleagues.
Level 3: Advanced
At a proficient level you are able to independently plan and coordinate maintenance activities for a range of facilities and assets, balancing routine, preventative, and urgent needs. You use established processes to schedule work efficiently, considering resource availability and operational requirements. Your approach minimizes disruptions, extends asset life, and supports a safe, productive environment.
Vendor and Contractor Oversight
Vendor and Contractor Oversight is the ability to manage and supervise external service providers in the context of facilities and asset management. It requires knowledge of contract law, the skills to assess performance, and maintain effective relationships. This capability ensures quality, safety standards, and efficiency thus protecting the organization's investment and reputation.
Level 1: Emerging
At a foundational level you are aware of the role vendors and contractors play in facilities and asset management, and follow established processes to support their engagement. You reliably carry out assigned tasks, such as logging service visits or reporting basic issues, under supervision. Your actions help ensure that external providers meet basic requirements for quality and safety.
Level 2: Proficient
At a developing level you are learning to monitor and support the work of external vendors and contractors in facilities and asset management. You follow established processes, help track performance, and raise issues with guidance. Your involvement helps ensure services meet basic standards and supports the team’s overall quality and compliance efforts.
Level 3: Advanced
At a proficient level you are confident in supervising vendors and contractors to ensure they meet agreed standards in facilities and asset management. You consistently monitor performance, address issues promptly, and maintain clear, professional relationships. Your actions help deliver reliable services, supporting safety and quality while protecting the organization’s assets and reputation.
Sustainability Practices in Facilities
Sustainability Practices in Facilities' is the application of environmentally responsible procedures within the management and operation of facilities and assets. It involves the knowledge of green practices, skills in efficiency optimization, and adaptive behaviors towards resource conservation. The impact is a reduced environmental footprint, cost savings, and enhanced longevity of facilities.
Level 1: Emerging
At a foundational level you are aware of basic sustainability principles as they relate to facilities and asset management, and you follow established procedures for recycling, waste reduction, and energy conservation. You recognize how your actions can help the environment and support organizational goals. By doing this, you contribute to a safer, more sustainable workplace.
Level 2: Proficient
At a developing level you are starting to apply basic sustainability practices in your daily facilities tasks. You follow set procedures for waste reduction, energy saving, and responsible resource use, with guidance from others. By doing so, you contribute to creating a greener workplace and help reduce the environmental impact of your area.
Level 3: Advanced
At a proficient level you are actively applying sustainable practices in the management and operation of facilities and assets. You identify and implement improvements to reduce energy, water usage, and waste while balancing operational needs. Your efforts lead to measurable reductions in environmental impact and ongoing cost savings for your organization.
Space Planning
Space Planning is the strategic management of physical assets to optimize use within facilities. This requires the ability to analyze spatial needs, develop effective layouts, and manage changes proactively. Successful space planning contributes to workplace productivity, staff wellbeing, and efficient use of resources.
Level 1: Emerging
At a foundational level you are able to recognize the importance of effective space use and follow established guidelines for arranging work areas. You support Space Planning tasks by collecting basic information and carrying out simple instructions under supervision. Your actions help your team create organized, safe, and practical spaces for daily work.
Level 2: Proficient
At a developing level you are able to assist with gathering information and supporting basic space planning activities under direction. You help to document current layouts, collect feedback on space needs, and contribute to small changes that improve how facilities are used. Your work supports more efficient use of assets and better staff experiences in the workplace.
Level 3: Advanced
At a proficient level you are able to assess workplace requirements and create space plans that align with organizational objectives. You actively coordinate with stakeholders to adapt layouts as needs change, ensuring spaces are functional, safe, and efficient. Your planning supports staff wellbeing and maximizes the use of physical assets within facilities.
Service Level Monitoring (Facilities)
Service Level Monitoring (Facilities) is the process of routinely assessing the quality, performance and responsiveness of facility and asset-related services. In this context, it involves tracking, reporting on, and optimizing the standard of services in line with agreed benchmarks and requirements. The impact is enhanced asset performance, asset longevity, and the assurance of a safe, efficient environment for stakeholders.
Level 1: Emerging
At a foundational level you are learning how to observe and record the quality and timeliness of facility services against set standards. You follow established procedures to support routine monitoring and reporting, contributing to a safe and well-maintained environment. Your attention helps your team quickly identify and resolve basic issues, positively impacting day-to-day operations.
Level 2: Proficient
At a developing level you are learning to track and record basic service levels for facilities and assets, following set procedures and using provided tools. You work under guidance to spot any issues or irregularities against agreed standards. This helps your team to maintain smooth operations and supports a safe, well-maintained environment.
Level 3: Advanced
At a proficient level you are consistently monitoring and reviewing facility service standards against set benchmarks, identifying areas for improvement and ensuring actions are taken to address gaps. You actively interpret performance data, engaging stakeholders to maintain or raise service quality. This approach helps deliver reliable, safe, and efficient facilities for everyone using them.
Preventive Maintenance Management
Preventive Maintenance Management is the proactive upkeep of facilities and assets to mitigate failure or degradation. It encompasses the knowledge of maintenance strategies, the capability to schedule regular inspections and the ability to prioritize resource allocation. The effective execution ensures prolonged asset life, minimized downtime and improved safety, enhancing operational efficiency.
Level 1: Emerging
At a foundational level you are aware of the importance of preventive maintenance in keeping facilities and assets in good working order. You follow established schedules and instructions to carry out basic inspections or routine tasks as directed by your supervisor. Your actions help reduce breakdowns and support a safer, more reliable workplace.
Level 2: Proficient
At a developing level you are learning to follow established preventive maintenance schedules and carry out routine inspections with supervision. You check assets and facilities for common issues, report problems, and support basic maintenance tasks. Your efforts help reduce unexpected breakdowns and support a safer, more reliable workplace.
Level 3: Advanced
At a proficient level you are able to plan and oversee routine preventive maintenance activities across a range of facilities and assets. You use established schedules and assessment methods to identify potential issues before they escalate, ensuring maintenance resources are used effectively. Your approach helps reduce breakdowns, extend asset life, and create a safer, more reliable environment.
Infrastructure Performance Reporting
Infrastructure Performance Reporting is the ability to consistently track, analyze and communicate the condition and functionality of a facility's infrastructure and assets. With a comprehensive awareness of maintenance schedules, operational effectiveness and cost efficiencies, this capability is paramount to informed decision-making in asset management. The impact lies in its potential to enhance the life span of assets, optimize resource allocation and ultimately support sustainable operations.
Level 1: Emerging
At a foundational level you are able to accurately collect and record basic data on the condition and usage of facilities and assets. You follow established procedures and work under guidance to ensure information is complete and up to date. Your efforts help support reliable reporting and sound maintenance planning within the team.
Level 2: Proficient
At a developing level you are able to collect routine data on facility assets and report on basic performance trends with guidance. You work within set processes to track maintenance and flag issues, helping your team to understand the current condition and usage of assets. Your efforts support more effective planning and day-to-day asset decisions.
Level 3: Advanced
At a proficient level you are able to independently track and interpret key data on the condition and performance of facilities and assets, using established systems and processes. You regularly communicate clear, accurate reports to inform maintenance planning, budgeting, and compliance. Your work supports decision-making that extends asset lifespan and improves operational efficiency.
Fitout and Relocation Coordination
Fitout and Relocation Coordination is the capabilityed overseeing of workplace modifications and organizational moves. It involves precise planning, effective communication and strategic management of resources to ensure minimal disruption to operations. Overseeing this process affects the business's continuity, improves working conditions, and optimizes asset utilisation.
Level 1: Emerging
At a foundational level you are able to assist with basic tasks in workplace fitout and relocation, such as organizing supplies and helping to communicate practical information to teams. You follow instructions from others and support the smooth running of moves or changes to facilities. Your efforts help minimize disruption for colleagues and maintain a safe, orderly workspace.
Level 2: Proficient
At a developing level you are able to assist with workplace fitouts and relocations by following established plans and instructions. You support more experienced team members in coordinating tasks, communicating updates, and helping to solve straightforward problems as they arise. Your efforts help ensure workplace changes happen smoothly, with minimal disruption to daily operations.
Level 3: Advanced
At a proficient level you are able to independently plan, coordinate and oversee workplace fitouts and relocations, ensuring key deadlines and operational requirements are met. You actively manage communication with stakeholders to minimize disruption and solve issues as they arise. Your effective handling of these projects enhances business continuity and provides a smooth transition for teams.
Facilities Risk Management
Facilities Risk Management is the expertise to pinpoint and analyze potential threats, and form strategies to prevent them, within the context of building management and asset operation. It involves the consistent monitoring of infrastructures, ensuring they comply with safety regulations and standards. This capability minimizes operational disruptions, shielding organizational value.
Level 1: Emerging
At a foundational level you are aware of common risks in facility operations and know to follow basic safety procedures. You support routine checks and promptly report any hazards or maintenance issues to the appropriate person. This helps your team maintain a safe, compliant environment and protects assets from preventable problems.
Level 2: Proficient
At a developing level you are able to recognize common risks within facilities and asset management, and follow established procedures to address them. You help monitor buildings and assets to ensure safety standards are met, reporting issues when they arise. Your diligence supports a safer environment and reduces the chance of disruptions to operations.
Level 3: Advanced
At a proficient level you are able to identify and assess a range of facility risks, from safety hazards to regulatory non-compliance, taking practical steps to address them. You regularly monitor building systems and assets, implementing straightforward controls and improvements. Your actions reduce disruptions and help protect the organization’s people, property, and reputation.
Facilities Budget Management
Facilities Budget Management is the proficiency in establishing, overseeing and adjusting financial plans for a facility or asset's operational and maintenance needs. This capability involves identifying cost-saving opportunities, ensuring optimal use of resources, and aligning financial plans with broader organizational strategy. Mastery of this capability maximizes asset longevity, enhances operational efficiency, and contributes to fiscal sustainability.
Level 1: Emerging
At a foundational level you are aware of the basic concepts of managing budgets within facilities and asset management. You support routine financial tasks by gathering cost data, following set processes, and reporting variances to your supervisor. Your actions help maintain accurate records and ensure spending stays within established guidelines.
Level 2: Proficient
At a developing level you are learning to track and report on facility budget spend within defined areas, supporting more experienced colleagues in gathering and organizing financial data. You follow established processes to identify variances and flag issues, helping your team make informed budget decisions. Your attention to detail contributes to better resource use and improved facility outcomes.
Level 3: Advanced
At a proficient level you are able to create and manage facility budgets, monitoring expenditures and making adjustments to meet operational needs and financial targets. You identify risks and opportunities for savings, ensuring resources are well allocated and align with organizational goals. Your actions help maintain reliable services while supporting sound financial outcomes.
Equipment Lifecycle Management
Equipment Lifecycle Management is the systematic approach to manage the lifespan of an asset. This includes planning, procurement, deployment, maintenance, and eventual disposal. In the context of Facilities & Asset Management, it ensures optimal usage of equipment, maximizing operational efficiency and minimizing costs. Effective management can significantly reduce downtime and increase longevity of assets.
Level 1: Emerging
At a foundational level you are aware of the basic steps involved in managing equipment throughout its lifecycle, such as logging assets, checking condition, and following simple maintenance routines. You follow established procedures and guidelines as directed by others to help keep equipment in good working order. Your actions support the durability and safe operation of facilities assets.
Level 2: Proficient
At a developing level you are beginning to follow established processes for tracking and maintaining equipment within facilities. You assist with simple tasks across the equipment lifecycle, such as performing routine checks or recording maintenance activities. Your efforts help reduce avoidable downtime and support the smooth running of day-to-day operations.
Level 3: Advanced
At a proficient level you are able to manage each stage of equipment lifecycles across facilities, from planning and procurement through to maintenance and disposal. You apply standard processes to maximize asset longevity and minimize costs, identifying and addressing issues before they impact operations. This ensures equipment is reliable, compliant, and fit for purpose, supporting efficient facility performance.
Environmental Controls Monitoring
Environmental Controls Monitoring is the aptitude to oversee and manage the environmental aspects within a facility or asset. This encompasses the monitoring of temperature, air quality, humidity and energy use, ensuring optimum conditions and sustainability. The proficiency allows proactive response to environmental changes, minimizing potential negative impacts on asset functionality and longevity.
Level 1: Emerging
At a foundational level you are able to follow standard procedures to observe and record temperature, air quality, humidity, and energy use within a facility or asset. You accurately report any irregularities or issues to your supervisor, supporting early action and maintaining a safe, comfortable environment. Your careful monitoring helps protect assets and contributes to sustainability efforts.
Level 2: Proficient
At a developing level you are able to monitor basic environmental controls such as temperature and air quality in your facility, following set procedures and reporting irregularities. You support more experienced staff in responding to environmental issues and help maintain a comfortable, compliant environment. Your actions contribute to the smooth running and sustainability of the asset.
Level 3: Advanced
At a proficient level you are able to consistently monitor and adjust environmental controls across your facility or asset, maintaining comfortable and sustainable conditions. You recognize trends in data such as temperature, air quality, and energy use, taking timely action to prevent issues. Your efforts help protect asset performance and wellbeing for occupants.
Emergency and Safety Procedures
Emergency and Safety Procedures is the ability to plan, implement, and manage procedures protecting people, facilities, and assets during emergencies. This involves knowledge of relevant safety standards and proactive risk assessment to pre-empt threats to facilities. Impact is realized by minimizing harm and damage, ensuring continuity of operations and statutory compliance.
Level 1: Emerging
At a foundational level you are aware of basic emergency and safety procedures for facilities, such as evacuation routes, alarm responses, and reporting hazards. You follow established protocols and seek guidance from senior staff when unsure. Your actions help create a safer environment by supporting compliance and reducing immediate risks to people and property.
Level 2: Proficient
At a developing level you are assisting with the implementation of emergency and safety procedures under guidance, following established protocols to support safe facility operations. You recognize and report potential hazards and help with basic risk assessments as directed. Your actions help protect people and assets, contributing to compliance and minimizing disruption during incidents.
Level 3: Advanced
At a proficient level you are confident in applying emergency and safety procedures across a range of facility types, responding calmly and effectively when incidents arise. You recognize potential risks, ensure compliance with relevant standards, and support training for others. Your actions reduce harm, maintain operational continuity, and help the organization meet its legal obligations.
Capital Works Planning
Capital Works Planning is the process of strategising and executing long-term developments for a facility's assets. This requires a deep understanding of asset lifecycle, cost forecasting, and strategic scheduling. By accurately planning capital works, the asset manager enhances utilisation, mitigates risks, and ensures the facility's robust future growth.
Level 1: Emerging
At a foundational level you are aware of the purpose of capital works planning and can support basic tasks, such as gathering asset data or assisting with simple project timelines. You understand how your work fits into longer-term planning for facility upgrades and maintenance. Your efforts help your team make informed decisions and maintain organized records.
Level 2: Proficient
At a developing level you are beginning to support capital works planning by gathering asset data and assisting with cost and schedule tracking. You follow established processes in facilities and asset management, learning how asset lifecycle stages influence planning decisions. Your growing contributions help make capital works projects more accurate and efficient.
Level 3: Advanced
At a proficient level you are able to develop and manage detailed capital works plans for facilities, using data to forecast asset needs and costs over time. You coordinate with stakeholders to schedule works that minimize disruptions and maximize asset performance. Your planning supports the organization’s long-term strategy and ensures continued value from its facilities.
Building Compliance
Building Compliance (e.g. fire, access) is the advanced knowledge and proficient management of legal and regulatory standards concerning premises safety and accessibility. This requires continuous awareness of industry changes, understanding associated risks, and implementation of the required modifications. The impact is the ensured safety, accessibility, and legality of facilities, contributing to an optimal and compliant workplace environment.
Level 1: Emerging
At a foundational level you are aware of the basic legal and safety requirements for facilities, such as fire exits and accessible entryways. You follow set processes and report concerns promptly, supporting others to keep buildings safe and compliant. Your actions help maintain a secure and welcoming workplace for everyone.
Level 2: Proficient
At a developing level you are building your understanding of building compliance requirements, such as fire safety and access standards, and can follow established procedures under guidance. You support routine inspections and assist with basic compliance tasks, helping to keep facilities safe and accessible. This contributes to your team’s ability to spot risks and maintain legal standards.
Level 3: Advanced
At a proficient level you are able to independently manage building compliance by applying current regulations and industry standards to facility operations. You proactively identify potential safety or access issues and address them before they escalate. Your actions help maintain a safe, accessible, and legally compliant workplace for everyone who uses the facility.
Asset Register Maintenance
Asset Register Maintenance is the ongoing management of a record of all physical and financial assets within a facility. This includes skills in ensuring completeness, accuracy, and regulatory compliance of these records. This capability, fundamental in facilities and asset management, directly impacts the transparency of property-related decisions and financial records.
Level 1: Emerging
At a foundational level you are able to accurately record basic asset details and follow set procedures to update the asset register as required. You seek guidance to ensure asset information is complete and correct within your area of responsibility. Your actions help maintain accurate facility records and support informed property decisions.
Level 2: Proficient
At a developing level you are updating and maintaining asset records under supervision, ensuring key data is accurate and up to date. You follow established policies and procedures to support the integrity of the register, identifying and reporting any discrepancies. Your work helps build reliable records, supporting compliance and better decision-making within facilities and asset management.
Level 3: Advanced
At a proficient level you are able to confidently manage and update the asset register, ensuring all asset information is complete, accurate, and up to date for your facilities. You apply relevant standards and compliance requirements in your record-keeping, supporting operational decisions and audits. Your diligence helps to provide clear financial and property transparency for the organization.
Asset Data Management
Asset Data Management is the use of techniques to maintain, analyze and utilise information regarding facilities and resources. This capability involves knowledge of database systems, analytical skills to deduce trends, and responsible behavior for data security. This enables cost-effective decisions based on comprehensive asset insights within the facility and asset management context.
Level 1: Emerging
At a foundational level you are able to accurately enter and update basic asset data into established systems, following set procedures. You understand the importance of data accuracy and confidentiality when handling facilities and asset information. Your careful work supports others to make well-informed decisions about managing assets across the organization.
Level 2: Proficient
At a developing level you are starting to collect and update asset information accurately using established systems and guidelines. You can identify and report basic data anomalies, supporting reliable asset records for your team. This helps others make informed facility decisions with confidence in the underlying data.
Level 3: Advanced
At a proficient level you are able to efficiently manage and analyze asset data to support accurate reporting and informed decision-making in facilities and asset management. You use reliable systems to maintain data quality, identify trends, and ensure data security. Your work enables teams to optimize asset performance and control costs across the organization.
Asset Lifecycle Planning
Asset Lifecycle Planning is the strategic capability of evaluating and managing the useful life of physical assets. In the context of Facilities & Asset Management, it involves understanding the stages an asset passes through, from purchase to disposal. Effective planning ensures maximized utilisation, minimized costs and informed decision-making about repair, replace or dispose strategies.
Level 1: Emerging
At a foundational level you are aware of the basic stages an asset goes through, from purchase to disposal, within a facilities and asset management context. You understand the importance of tracking asset use and condition, and follow set procedures for reporting issues. Your actions help ensure assets are well cared for and support responsible decision-making.
Level 2: Proficient
At a developing level you are beginning to recognize the key stages that assets go through in their lifecycle within facilities and asset management. You support routine tasks such as tracking usage and identifying when assets may need basic maintenance or replacement. Your contribution helps the team make better-informed decisions and avoid unnecessary costs.
Level 3: Advanced
At a proficient level you are able to evaluate the condition and performance of assets across all stages of their lifecycle, using data to inform decisions and recommend actions. You apply consistent planning methods to ensure assets are utilised effectively and replaced or disposed of at the optimal time. This helps your organization balance costs, reduce risks, and make more sustainable choices.
