Free Facility Management Handover Note Template
Facility Management Handover Note
Prepared By: [YOUR NAME]
Date: March 1, 2050
I. Executive Summary
This document serves as a comprehensive handover note for the management, operations, and maintenance of the Green Valley Facility. The purpose of this facility is to support the headquarters operations of [Your Company Name], providing a working environment for 500 staff members. It includes office spaces, meeting rooms, a cafeteria, and support areas.
II. Contact Information
|
Role |
Name |
Contact |
|---|---|---|
|
Facility Manager |
Aubrey Gardner |
275 555 7777 |
|
Maintenance Supervisor |
Hannah Ray |
276 555 7777 |
|
Chief Security Officer |
Isla Carter |
278 555 7777 |
III. Facility Details
The Green Valley Facility encompasses a total area of 100,000 square feet. The layout includes three floors, featuring:
-
Ground Floor: Reception, cafeteria, and meeting rooms.
-
First Floor: Office spaces and conference rooms.
-
Second Floor: IT department, server rooms, and additional office spaces.
The facility is equipped with the following major equipment:
|
Equipment |
Location |
Specification |
|---|---|---|
|
HVAC System |
All Floors |
Model XYZ123, Installed 2020 |
|
Generator |
Basement |
Model GEN456, 500kW |
IV. Maintenance History
The following is a record of recent maintenance activities:
|
Date |
Maintenance Performed |
Notes |
|---|---|---|
|
01/15/2050 |
HVAC System Service |
Routine quarterly maintenance. |
|
02/28/2050 |
Generator Test |
Monthly operational test completed without issues. |
V. Operational Procedures
Daily operations commence with the facility opening at 8 AM and closing at 6 PM. The following key guidelines are essential to ensure smooth and safe functioning:
-
Security Checks: Conduct thorough security checks at all entry points to verify the identity of individuals accessing the facility and ensure that security protocols are followed.
-
System Inspections: Perform regular inspections of critical systems, including the HVAC and fire alarms, to ensure optimal performance and compliance with safety standards.
-
Waste Management: The cleaning staff must adhere to established waste management procedures, including proper segregation of recyclable and non-recyclable materials, to maintain a clean and environmentally friendly facility.
Emergency Protocols:
-
Fire Alarm: In the event of a fire alarm, evacuate immediately through the nearest exits and proceed to the designated safety assembly point. Ensure all personnel are accounted for before re-entering the facility.
-
Medical Emergency: For any medical emergencies, promptly call 911 and provide details of the situation. Utilize the first aid kit located at the reception to assist the injured until professional help arrives.
VI. Service Contracts
|
Service |
Contractor |
Contact |
Term |
|---|---|---|---|
|
Cleaning Services |
PureSync |
298 555 7777 |
01/01/2050 - 12/31/2050 |
|
Security Services |
PureVibe |
299 555 7777 |
02/01/2050 - 01/31/2051 |
VII. Compliance Information
The facility adheres to all relevant regulations and compliance requirements to ensure the safety and well-being of all occupants. Key areas of compliance include:
-
OSHA Safety Standards: Compliance with Occupational Safety and Health Administration (OSHA) standards to provide a safe working environment. Regular training and safety drills reinforce these practices.
-
Fire Safety Codes: Adherence to local fire safety codes, including the installation and maintenance of fire alarms, sprinkler systems, and emergency exit signage. Fire drills are conducted regularly to prepare staff for emergencies.
-
Local Building Codes: Compliance with applicable local building codes to ensure the facility meets structural, safety, and accessibility standards. Routine inspections are carried out to maintain compliance.
All compliance documentation, such as safety manuals and inspection records, is organized and stored in the compliance file located in the Facility Manager's office for easy access during audits and regulatory reviews.
VIII. Inventory List
The following equipment and supplies are available on-site:
|
Item |
Quantity |
Location |
|---|---|---|
|
Fire Extinguishers |
20 |
All Floors |
|
First Aid Kits |
10 |
Reception and Office Areas |
