Toimitilahallinto

Toimitilahallinto is Finnish term referring to the administrative field that manages the premises and facilities of an organization. It covers the planning, utilisation, and upkeep of physical spaces such as offices, laboratories, classrooms, and common areas, as well as the buildings, grounds, and related infrastructure used by the organization. The aim is to ensure safe, functional, and cost-effective premises that support the organization's core activities.

Key duties include space management and planning (room allocation, occupancy, moves), maintenance coordination (preventive and corrective maintenance), facility procurement and contract management (leases, service providers, renovations), safety and regulatory compliance (fire safety, accessibility, environmental rules), energy and environmental management (energy use, sustainability programs), and asset management (building lifecycles, capital planning). It also provides end-user services such as facilities support, incident reporting, and coordination of cleaning, mail, and security.

Typically housed within the administration or operations division of an organization, the function may employ a facilities director, property managers, facility coordinators, and maintenance staff. It uses space inventories, floor plans, and facility management software to monitor occupancy, condition, and costs, and collaborates closely with procurement, IT, safety officers, and external contractors.

In Finland, toimitilahallinto is influenced by national and local regulations on building safety, accessibility, and sustainability. The role is increasingly shaped by digitalization, data-driven space planning, and sustainable building practices to reduce energy use and optimize the life-cycle costs of the physical estate.