Facilities management is all about staying ahead of the game—whether that means coordinating janitorial staff across multiple sites, managing building maintenance teams, or hiring reliable HVAC technicians during peak season. And if you’re managing hiring without the right tools, it’s like trying to fix a complex system with a basic screwdriver.
This is where a smart, AI-powered Applicant Tracking System (ATS) changes the game. Let’s break it down: what makes hiring in facilities management unique, how an ATS can help, and why the right system can save you time, money, and a lot of stress.
Why Facilities Management Needs a Specialized ATS
Hiring in facilities management isn’t just about reviewing resumes. It’s about:
- Coordinating schedules across multiple locations
- Managing certifications, background checks, and safety training
- Hiring people fast while ensuring quality and compliance
Let’s look at some real challenges:
| Challenge | What It Looks Like in Real Life |
| High turnover | Constantly backfilling roles like janitors, security, or groundskeepers |
| Decentralized hiring | Managers at different sites use different processes |
| Compliance-heavy roles | Tracking safety certifications, licenses, and background checks |
| Time-sensitive recruitment | Need new hires in days, not weeks |
An ATS tailored to facilities management solves these problems—if it’s done right.
How an ATS Streamlines Hiring in Facilities Management
So what exactly does a good ATS do for facilities managers?
1. Centralizes All Job Openings
You no longer need to rely on emails, spreadsheets, or individual recruiters at each location. The system keeps everything in one place—job postings, applicant info, interview notes, and hiring progress. This centralization is critical for industries like manufacturing and industrial businesses too, where roles are location-specific but require centralized control.
2. Tracks Certifications & Background Checks
Roles in facilities often require OSHA training, background screenings, and work eligibility documents. An ATS automates these verifications and sends reminders before certifications expire—something just as important in health and social care and NHS environments where compliance is non-negotiable.
In fact, as shown in this industry analysis on ATS-driven recruitment efficiencies, integrating automated applicant tracking into HR workflows significantly improves processing speed, hiring accuracy, and compliance handling—especially in operations-heavy sectors like facilities management.
3. Speeds Up the Hiring Process
With pre-built templates, automated workflows, and AI-driven screening, you can reduce time-to-hire dramatically—even for high-volume roles. This is key for teams that operate like staffing agencies, often needing to fill roles quickly and efficiently.
4. Improves Communication Across Locations
Hiring managers, HR, and site leads can all access the same candidate data, collaborate in real time, and avoid duplicated effort. For small yet fast-growing teams, this is a huge benefit—similar to what we outlined for small businesses managing remote or hybrid staff.
Discovered’s ATS: Built for Multi-Site Hiring
Our AI-powered Applicant Tracking System was built with high-volume, multi-location hiring in mind—making it ideal for facilities management companies.
Here’s what makes it unique:
| Feature | Benefit |
| Multi-location support | Manage hiring across multiple sites with unified workflows |
| AI resume screening | Quickly identify the best candidates for physical and compliance-heavy roles |
| Interview scheduling | Automatically schedule interviews and send reminders to reduce no-shows |
| Role-based dashboards | Site managers, HR teams, and executives get customized access |
| Compliance tracking | Ensure every hire meets legal, safety, and client requirements |
Other industries that benefit from this include technology companies that scale fast and need real-time tracking, and financial services teams hiring under strict data protection policies.
Key Roles an ATS Can Help You Hire Faster
An effective ATS isn’t just about admin work. It directly helps you hire for critical roles like:
| Role | Why an ATS Helps |
| Maintenance Technicians | Sorts by certifications and experience |
| Janitorial Staff | Bulk hiring with automatic follow-ups |
| Facility Supervisors | Structured interviews and performance benchmarks |
| HVAC/Electrical Experts | Track licenses and automate screening questions |
| Security Personnel | Background check integrations and shift matching |
It also helps recruiters and recruiting agencies handle these high-volume, hands-on roles in a much more scalable way.
Why It’s Better Than Manual or Generic Hiring Tools
You might already be using spreadsheets, job boards, or a generic HR tool. But here’s why that doesn’t cut it:
| Manual/Generic Process | AI-Powered ATS |
| Easy to lose candidates in cluttered inboxes | Every applicant is tracked from start to finish |
| Delayed follow-up = talent lost | Automated emails, reminders, and updates keep things moving |
| No oversight into what’s happening across sites | Real-time dashboards show progress and bottlenecks |
| Compliance tracking is manual | Built-in workflows for licenses, trainings, and screenings |
Even if your industry is compliance-light—like hospitality or waste management—manual methods just can’t keep up.
Related Resources
Explore how other sectors are transforming their hiring using industry-specific ATS solutions:
- Applicant Tracking System for Education
- Applicant Tracking System for Legal
- Applicant Tracking System for Research Institutes
- Pillar: Applicant Tracking System for Different Industries
FAQs: Applicant Tracking System for Facilities Management
What makes an ATS suitable for facilities management companies?
It must support multi-site workflows, bulk hiring, compliance tracking, and easy communication across teams.
Can your ATS handle background checks and certifications?
Yes, Discovered’s ATS integrates background check providers and automatically tracks certifications, including expiration reminders.
Is it useful for hiring both permanent and contract-based workers?
Absolutely. Whether you’re staffing long-term employees or seasonal teams, the system adapts to different hiring workflows.
How quickly can we set it up?
Most clients are up and running within a week—with personalized support from our onboarding team.
Is it suitable for smaller facilities teams?
Yes. Even small operations benefit from automation, faster hiring, and streamlined compliance processes.
Final Thoughts
Hiring for facilities management roles is no easy task. You’re juggling multiple locations, high turnover, and strict compliance needs. But with the right technology—especially one designed specifically for your world—you can shift from reactive hiring to a streamlined, proactive system.
Even industries as varied as food and drink or government and local councils are now relying on purpose-built ATS tools. Facilities management deserves no less.
Schedule a free demo with our ATS experts to dive into how our AI-powered solution can enhance your hiring strategy.
Content
