New Facility Manager Onboarding Checklist: Your First 90 Days

The first 90 days as a facility manager are critical. You're simultaneously learning the building's systems, inheriting existing vendor relationships, assessing the state of maintenance programs, and establishing your credibility with occupants, ownership, and service contractors. Without a structured approach, important gaps get missed — sometimes for years.

This checklist is organized into three 30-day phases, each with a distinct focus.

Days 1–30: Understand and Inventory

Building Systems Orientation

• ☐ Obtain and review all building drawings — architectural, mechanical, electrical, plumbing, fire suppression
• ☐ Locate all main shutoffs: water main, gas main, electrical main disconnect, fire suppression control valve
• ☐ Walk all mechanical spaces: boiler room, chiller plant, electrical rooms, generator room, roof top units
• ☐ Locate and document all submeters (electric, gas, water)
• ☐ Identify building automation system (BAS) — obtain login credentials and training
• ☐ Document all HVAC equipment: make, model, serial number, year installed, condition
• ☐ Walk the roof and review roof condition, drain locations, and any existing repair documentation
• ☐ Identify and map all electrical panels and subpanels

Compliance and Legal

• ☐ Obtain copies of all current permits: certificate of occupancy, elevator permits, boiler permits, fire alarm permit
• ☐ Locate most recent fire inspection report and any outstanding violations
• ☐ Review most recent elevator inspection certificate — note expiration
• ☐ Identify any outstanding building department violations or notices of violation
• ☐ Obtain and review current certificates of insurance for all active vendors
• ☐ Locate and review all active service contracts — note expiration dates
• ☐ Identify any pending capital projects or deferred maintenance items from the prior manager

Vendor Relationships

• ☐ Get introductions to all active service contractors — HVAC, janitorial, landscaping, elevator, fire protection, security
• ☐ Conduct site walk with each major contractor — understand their current scope and known issues
• ☐ Review last 12 months of work orders and service records
• ☐ Identify any chronic problem areas or recurring service failures

Occupant and Stakeholder Relationships

• ☐ Meet with building ownership or property management team — understand priorities and budget parameters
• ☐ Introduce yourself to key tenant contacts or department heads
• ☐ Review any open occupant complaints or service requests
• ☐ Understand the work order submission process — how do occupants report issues?

Days 31–60: Assess and Prioritize

Maintenance Program Audit

• ☐ Review existing preventative maintenance program — is there one? Is it documented?
• ☐ Identify which PM tasks are being completed on schedule vs. skipped
• ☐ Review reactive work order history — identify top failure categories
• ☐ Assess CMMS (if present) — is it up to date? Are asset records accurate?
• ☐ Evaluate vendor performance: Are contracts being fulfilled? Quality issues?
• ☐ Review energy consumption trends — is consumption increasing? Any obvious waste?

Compliance Audit

• ☐ Build a compliance calendar: list every required inspection with frequency and next due date
• ☐ Identify any inspections that are overdue or approaching expiration
• ☐ Verify emergency lighting monthly test log is being maintained
• ☐ Verify fire extinguisher inspection tags are current
• ☐ Confirm backflow preventer test is current and filed with local water authority
• ☐ Confirm generator test log is current and annual load test is scheduled

Budget Review

• ☐ Obtain current fiscal year maintenance budget and YTD spend
• ☐ Review prior 2–3 years of maintenance spend — identify trends and anomalies
• ☐ Identify any capital replacement items approaching end of service life
• ☐ Begin building a capital replacement forecast for the next 3–5 years
• ☐ Identify any vendor contracts that are overpriced or underperforming — note for rebid

Physical Audit

• ☐ Walk 100% of the building with the annual inspection checklist
• ☐ Document all deferred maintenance items with photos
• ☐ Prioritize into immediate (safety/compliance), urgent, and planned categories
• ☐ Prepare a written findings report for building ownership

Days 61–90: Build and Establish

Systems and Processes

• ☐ Implement or upgrade CMMS if not currently in use
• ☐ Load all assets into CMMS with service history and PM schedules
• ☐ Establish standard operating procedures for routine tasks
• ☐ Create emergency contact and response protocol document
• ☐ Establish vendor communication protocols — how do you want to communicate, how often?
• ☐ Set up recurring vendor performance review meetings (quarterly minimum)

Documentation

• ☐ Create and maintain a building information binder (physical or digital): drawings, permits, O&M manuals, warranties, vendor contacts
• ☐ Scan and file all active contracts in an organized digital repository
• ☐ Establish a vendor certificate of insurance tracking system — calendar renewal reminders
• ☐ Create a compliance calendar with calendar reminders for all required inspections

Procurement

• ☐ Identify any contracts expiring in the next 6–12 months — initiate rebid process
• ☐ Obtain competitive bids for any underperforming contracts
• ☐ Evaluate integrated facility management as an option if vendor management complexity is high

90-Day Report to Ownership

• ☐ Prepare a written 90-day findings report covering: building condition assessment, compliance status, maintenance program gaps, top priorities, and recommended budget adjustments
• ☐ Present capital replacement forecast for next 3 years
• ☐ Establish monthly reporting cadence to ownership

Ongoing Priorities

• Stay current on code changes — subscribe to local AHJ bulletins and NFPA update notifications
• Attend IFMA (International Facility Management Association) or BOMA chapter events for professional development and peer networking
• Build relationships with peer facility managers in your market — they are your best resource for contractor recommendations and market rate intelligence
• Document everything — work orders, vendor communications, inspection results. Your documentation is your liability protection.