Clubs of any size, particularly those with multiple facilities and a wide array of amenities, usually have a Facility Manager or Maintenance Chief who is responsible for the maintenance and housekeeping functions.Â Depending upon the size and age of the facilities, the responsibilities of this position can be large and complex.Â As the General Manager, here are my expectations for this key department head:
- Documented Building Systems.Â All building systems to include electrical; water and sewer; heating, ventilating, and air conditioning (HVAC); fire safety pull boxes; electrical meters and labeled electrical panels; kitchen fire suppression systems; security systems; phone, data, and POS systems; and public address and music systems must be detailed in an easy-to-access, written form, compiled in multiple three-ringed binders for each department heads.Â This information is critical in any sort of emergency and must be available to the manager-on-duty, as well as all department heads.
- Building, Systems, and Equipment Reference material.Â For maintenance and repair purposes the Facility Manager must have an organized, easy-to-access library of material to include:Â Architectural As-built Drawings of all buildings that include floor plans, building mechanical, electrical, plumbing, and safety systems; Operation and Maintenance (O&M) Manuals for all systems and major pieces of equipment; Paint Schedules for all buildings; and Maintenance Contracts for all contracted services such as elevator and HVAC servicing, waste removal, and cleaning of kitchen fire suppression systems
- Written Standards, Policies, and Procedures (SPPs) for maintenance and housekeeping responsibilities.Â These will serve as the basis for consistent training and execution of all requirements.Â This is particularly important for housekeeping.Â Don’t expect that each housekeeper will have an appropriate or consistent way of cleaning or know what standards are required.Â In addition to providing cleaning standards for all areas of the club, the SPPs will specify cleaning equipment, tools, and products to be used.
- A Prioritized Work Order Program to allow necessary maintenance, repair, and new work to be reported and tracked.
- A detailed Preventive Maintenance Program and Schedule based on the requirements of system and equipment O&M guidance.
- An Outreach Program whereby the Facility Manager visits each club department head on a monthly basis to discuss needs and issues.
- Monthly and Annual Benchmarks for departmental labor, work orders, preventive maintenance program, and utilities (electrical, gas, water).
- Formal Inspections.Â Monthly for all departmental areas to identify maintenance and housekeeping needs.Â Annually for structures, building systems, and grounds.Â These should be documented with standardized inspection forms or checklists to ensure everything is covered.
- Monthly Maintenance/Housekeeping Meeting with the General Manager to review work plan and goals, budget, benchmarks, inspections, and maintenance and housekeeping efforts.
- Administration of Club and Departmental Assets.Â This includes maintaining the Master Asset List and assisting department heads in performing the Annual Asset Inventory.Â Reporting inventory results to the General Manager.
While this list of expectations lays out a comprehensive summary of responsibilities, given the cost of the club’s physical plant and the need to keep it well-maintained and clean, it is extremely important that the Facility Manager has a complete understanding of the requirements of the position.Â Once these disciplines are firmly established, the maintenance and cleanliness of the club’s facilities will become routine.Â The result of this is a higher state of maintenance and housekeeping, lower costs, and fewer breakdowns and emergency repairs.
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