Building Management – Full Description to Duties and Responsibility

By Yuni Ayuningsih | Published On: 16 December 2022
Building Management – Full Description to Duties and Responsibility

A building and other facilities will last a long time if properly maintained. To support this, it is necessary to have a Building Management that carries out these efforts. Building Management will certainly have a good influence if managed properly in reverse. Imagine what if a building doesn’t have Building Management? Of course it will affect all related parties and operational activities will not run well. Therefore, this article will discuss about Building Management and how its duties and functions as well as the applications that support it.

What is Building Management?

Building Management is an effort to maintain a building along with other supporting facilities and infrastructure so that its functions and uses can be utilized in the long term. There is a need for a special division so that building management can be carried out properly and professionally.

According to Law Insider, Building Management is someone appointed by the Landlord to manage and supervise the building on behalf of the Landlord. Building Management will handle the day-to-day activities related to the Building, including but not limited to, rental, collecting rent, tenant relationship with Landlord, maintenance complaints, setting up Building’s rules and guidelines and overall management of the Building.

Building Management it will most certainly get an impact on the performance of building users as well as the performance of business units within a building. The following regulations are included in the installation: management and scheduling. Building Management procedures must be established as maintenance guidelines that all parties must be aware of in order to ensure proper maintenance of all building assets and other supporting facilities.


Building Management Task

The Building Manager looks after the day-to-day operations of the building. They assist in managing and maintaining shared property and may perform or manage tasks such as concierge, security, cleaning and grounds maintenance. Building Managers ensure that the buildings they manage are well-maintained and safe for tenants, be they residential or commercial.

One of the Building Manager’s tasks is to ensure the operation and maintenance of buildings and property facilities, as well as to maintain building cleanliness, security, and other things that help buildings run smoothly.

  1. Supervising contractors and tradespeople, ensuring work is carried out to a high standard.
  2. Ensuring all building and evacuation procedures are maintained and followed, particularly in an emergency.
  3. Liaising with owners, tenants and strata committee members.
  4. Creating and presenting monthly reports.
  5. Maintaining up-to-date documentation and compliance.
  6. Attending committee meetings.
  7. Controlling key and access systems.
  8. Managing and auditing security systems.
  9. Operating concierge and reception service.


Building Management Division


To support the operational needs of the building, it is necessary to maintain and monitor all mechanical and electrical systems of the building to ensure that all systems on the property are working properly and building operations are not disrupted. Proper equipment maintenance can extend equipment life and reduce building operating costs.


Housekeeping or so-called cleaning service is a building cleaning service performed by trained personnel with equipment and cleaning materials in accordance with building specifications. This department conducts strict monitoring on a regular basis to ensure that all cleaning staff carry out their duties properly and in accordance with existing SOPs.


Landscape is no less important that needs attention and requires special care apart from maintaining equipment and building cleanliness. maintenance of the garden (landscape) in the building area with principles based on several aspects, namely: human socio-culture (owners, users, or managers); governing policies (rules/laws), as well as; bio-physics of landscape resources (environment).

General Cleaning And One Time Cleaning

In addition to cleanliness and maintenance inside the building, it is also necessary to pay attention to the outside of the building or exterior. Usually the treatment will be carried out using a gondola, mainlift or climbing.


Building Management Responsibilities

Building managers, also known as facilities managers, organize, direct, and coordinate the strategic and operational management of buildings and facilities to ensure the orderly and efficient operation of all their physical properties and to create and maintain a safe and productive environment for occupants. In residential buildings, this usually happens all day, every day of the year.

Building managers can consist of an individual or a team, with services that can be provided by dedicated ‘in-house’ professionals or ‘out-sourced’ in whole or in part to external providers.

The building manager’s important role is to provide services, meet expectations, support, inform, be a good listener, and manage conflict to create a community environment that residents are willing to call home.

Their role includes dealing with various contractors and suppliers in carrying out maintenance and upgrades and providing services such as security, cleaning and property maintenance.

In larger buildings, the building manager may be asked to manage staff and be part of the recruitment and induction process. Therefore, they are again required to have good people management skills.

Their relationships with support staff and contractors are critical in ensuring the building is a great place to live and work.


Building Management Application

To support Building Management, you can use several applications that facilitate these activities. Here are some types of Building Management Software:

Computerized Maintenance Management System (CMMS)

CMMS is typically used by maintenance technicians, managers, custodial workers, and other facility personnel to manage maintenance and repair programs in their organizations. An organization might use a CMMS to triage service requests, track work orders, manage asset information and costs, schedule preventive maintenance tasks, organize documentation, and more.

Examples of CMMS Software: Upkeep, Hippo CMMS, Fiix

Facility Management Software

Facility Management Software offers all the capabilities of a CMMS, but also includes additional applications that benefit the entire organization. Facilities Department can use this software to perform and manage: Location based asset mapping, Asset management, Maintenance management, Preventive maintenance management, Data analysis and reporting, The leadership team also benefit from facilities management software.

Example of Facility Management Software: AkitaBox

Computer-aided Facility Management (CAFM) Software

CAFM Software enables users to plan, execute, and monitor maintenance-related activities in their building. It also helps you optimize space management, room reservation, asset management, facility services and other customer-centric services.

Examples of CAFM Software: Space IQ, OfficeSpace Software

Integrated Workplace Management System (IWMS)

WMS is a software platform that helps organizations optimize workplace resources. It can be used to manage an organization’s portfolio of real estate, infrastructure, and facility assets. IWMS serves as a single solution for scheduling maintenance, tracking capital projects and reducing energy usage.

Overall, IWMS software is used to maximize the usability of organizational resources and assets, all on a single software platform where information can be shared among stakeholders.

Examples of IWMS Software: iOFFICE, Wisp by Gensler

Enterprise Asset Management (EAM) Software

Enterprise refers to the range of assets across an organization’s departments, locations, buildings, and business functions (such as Human Resources, Procurement, and Inventory). The EAM system will track the entire asset lifecycle, starting with planning and installation. Enterprise Asset Management (EAM) aims to manage the entire life cycle of physical assets and equipment to maximize useful life, reduce costs, improve quality and improve efficiency.

Examples of EAM Software: Dynaway, CloudSuite Information

That is an overview of Building Management and its role in a building. Building Management certainly cannot be avoided because it greatly influences the performance and business units in a building. Check other recent articles about Building Management at Tomps.

Building Operation

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