How to recruit and retain skilled trades in facilities management

Facilities management employers face a reduced supply of skilled trades, often driven by demographic shifts and growing demand for expertize in using advanced systems. As hiring and retention pressures intensify, organizations are rethinking their approach to attracting, developing, and engaging technicians and engineers. This article explores practical strategies for recruiting and retaining skilled trades in facilities management, drawing on industry data and actionable insights to help employers build resilient teams.

Why FM hiring and retention need a rethink 

Facilities management teams are being asked to do more with fewer hands. while systems get smarter and compliance expectations rise. Aging employee cohorts, wage pressure, and a premium on diagnostics and energy optimization are stretching the hiring market and shaping what good retention looks like. World FM Day commentary highlights the need to move lower‑value tasks away from senior technicians and invest in training that builds higher‑order problem‑solving and confidence on modern systems — steps that increase fulfillment and reduce churn. See the analysis in World FM Day puts renewed focus on talent and training.

For U.S employers, the signals point to integrated facilities management recruitment: stronger employer branding, mobile‑first hiring, structured development, and data‑led retention tactics that connect people outcomes with service performance.

Defining the skilled trades in FM and why they’re critical to operational resilience

Skilled trades in FM typically include:

• Multi‑skilled engineers covering electrical, mechanical, and fabric
• HVAC technicians and F‑gas qualified specialists
• Electricians (e.g. 18th Edition) and controls/BMS operators
• Plumbers, fabric technicians, and compliance specialists (fire, water, lift)
• Energy and sustainability roles focusing on optimization and reporting

The remit has expanded. Colleg and public‑sector estates report wider coverage areas, higher system complexity, and persistent vacancies that raise the risk of backlogs and impact service levels. APPA’s compilation shares practical examples of broadening coverage and addressing vacancies; see APPA examples on recruiting and retaining FM talent.
For HR and Procurement, the lesson is that retention hinges on better job design, targeted training, and visible career routes — not pay alone.

The 2025 hiring challenge: supply, skills, and competition

Demand for electrical and mechanical skill sets is rising across sectors — from data centers and logistics to advanced manufacturing — while retirements and a lack of new recruits thin the pipeline. Leaders cited by FacilitiesDive emphasise reducing ‘key person’ risk, shifting routine tasks away from engineers, and coaching diagnostic thinking tied to energy standards; read the guidance in World FM Day puts renewed focus on talent and training.

Recruitment strategies that attract top talent in Facilities Management

Employer branding — it’s about proof, not promises

Skilled candidates judge employers on safety, tooling, training, and manager quality. Replace generic claims with evidence:

• Publish upskilling budgets and examples of funded certifications
• Show how call‑out response and escalation work in practice
• Spotlight projects that improved first‑time fix or energy performance
• Share internal promotion stories, including time‑to‑progression

For practical templates, see the employer brand eBook to counter talent shortages, then tailor those tactics to FM (e.g. BMS retraining outcomes, mentoring squads).

Meet candidates where they are, with mobile‑first outreach and assessments

Engineers expect:

• Simple mobile applications and interview scheduling
• Transparent pay, shift patterns, and standby arrangements
• Skills‑based screeners aligned to real tasks, not credential checklists
• Short video walk‑throughs of sites and day‑in‑the‑life duties

Skills‑based hiring widens the funnel and shortens time‑to‑fill.

Build direct pipelines with colleges, trade bodies, and apprenticeship partners

Co‑design rotations that mix fabric, electrical, HVAC, and BMS exposure; guarantee roles for top graduates; and sponsor certifications linked to your asset base. Promote supervisor ‘teach the teacher’ models so senior techs pass on diagnostic methods — an approach recommended in World FM Day talent insights.

Offer competitive and transparent compensation 

Signal market intelligence up front:

• Shift premiums for critical hours and standby rates
• Tool, PPE, and travel allowances
• Clear routes to higher bands linked to certifications
• Job design that removes admin and parts‑chasing

Integrate operations into selection

Trial shifts and practical assessments, co‑developed with engineering managers, improve quality‑of‑hire and cultural fit. APPA case notes show that embedding supplemental staff thoughtfully can clear large work‑order backlogs and upskill internal teams when Ops and HR act together; see APPA examples on recruiting and retaining FM talent.

Retention best practices that reduce churn and protect institutional knowledge

Redesign the work so technicians spend more time on skilled tasks

Route routine work to lower‑cost roles or automation so tradespeople focus on diagnostics, energy optimization, and complex repairs. Facilities leaders interviewed for World FM Day cite this shift as a tangible driver of fulfillment and performance; read World FM Day talent insights.

Build visible, time‑bound career pathways

Map skill levels and link them to pay bands and training:

• Skills matrices: BMS fundamentals, advanced fault‑finding, F‑gas, 18th Edition
• Expected time‑in‑role and courses to progress
• Quarterly skills reviews with coaching notes and completions logged

Offer flexible work patterns without compromising coverage

Introduce compressed weeks where possible, overtime banks, predictable rosters, and mobile scheduling that supports shift bidding and compliant swaps. 

Recognise impact, not just tenure

Tie recognition to:

• First‑time fix rates and PM compliance
• Customer feedback and safety improvements
• Certification achievements and peer mentoring

Onboard with intent

Standardise a 30/60/90 plan including asset tours, shadowing on complex systems, safety refreshers, and escalation protocols. APPA case notes show that embedding external specialists can accelerate onboarding impact and reduce backlog while internal teams adopt new practices; see APPA examples on recruiting and retaining FM talent. 

Technology and innovation: make hiring and engagement easier for trades

Digitize recruitment workflows end‑to‑end

Adopt structured requisitions, automated screening, task simulations, and integrated background checks to compress time‑to‑offer. A Vendor Management System (VMS) centralizes supplier performance, standardizes compliance, and brings Procurement‑grade MI to contingent hiring — see the Industry Today overview of the strategic role of contingent staffing.

Apply analytics to quality‑of‑hire and retention

Track relationships between assessment scores, onboarding milestones, and first‑year retention. Review first‑time fix and call‑back trends by team and manager, to target training and role redesign. At Indeed Flex, we pair real‑time workforce visibility with performance metrics so HR and Ops can act on risks early; explore the employer hub for centralized supplier management.

Engage tradespeople on mobile

Give technicians a single app for shifts, learning modules, safety updates, and recognition. Quick feedback loops and clear comms reduce disengagement and missed SLAs.

Workforce development: build skills pipelines that stick

Create modular training that aligns with your asset mix

Blend classroom, simulation, and on‑the‑job training for HVAC, electrical safety, and BMS analytics. Facilities leaders stress developing the ability to ask better questions about system performance; see World FM Day talent insights.

Formalize mentorship and knowledge transfer

Pair senior technicians with early‑career hires, with objectives such as reducing call‑backs or improving PM compliance. Recognize mentors and credit their contribution towards progression.

Support certifications and continuous learning

Cover exam fees, provide paid study time, and link certifications to higher pay bands. Draw on standards and tools referenced by FM leaders (e.g. ASHRAE, IFMA) via this curated World FM Day summary.

Cross‑train to improve coverage and morale

Rotate technicians across sites or systems to reduce single‑point dependencies and raise confidence. APPA’s cases show how embedded specialists upskilled internal teams and cut corrective work; see APPA examples on recruiting and retaining FM talent.

Performance management that supports retention

Set clear, role‑specific standards

Define expectations by role and site complexity:

• Productivity: work orders closed, PM adherence
• Quality: first‑time fix, call‑back rates
• Safety: near‑miss reporting, audit outcomes

Establish frequent, constructive feedback loops

Use weekly safety and priorities huddles, monthly one‑to‑ones, and quarterly skills reviews focused on progression pathways rather than generic ratings.

Create transparent progression routes

Publish skill trees and pay bands. Train managers to coach against them, and use anonymized dashboards so technicians can see how progression is achieved.

Address performance issues with support

Start with root‑cause analysis, targeted retraining, and pairing with senior techs before initiating formal processes. This preserves morale and institutional knowledge.

Procurement and HR: align on total cost and service risk

Move beyond headline day rates. Compare overtime, call‑backs, travel, and parts delays, alongside base pay. Where performance data supports it, consolidate suppliers and use a VMS to standardize SLAs, compliance, and reporting. 

Measurement: the FM hiring and retention scorecard

90‑day action plan to close FM talent gaps

Days 1–30: baseline and quick wins

• Audit open roles, pay bands, job design, and remove admin from technician roles
• Activate mobile‑first apply flows and interview scheduling
• Publish career pathways and training budgets
• Schedule backlog‑reduction sprints using supplemental capacity where needed, guided by APPA examples on targeted support

Days 31–60: build durable pipelines

• Launch apprenticeship partnerships and internal mentorships
• Pilot skills‑based assessments and work samples
• Codify 30/60/90 onboarding with manager ownership
• Integrate Ops into final interviews for alignment

Days 61–90: scale and optimize

• Implement a VMS for supplier control and MI
• Roll out analytics dashboards for HR, Ops, and Procurement
• Formalize recognition tied to first‑time fix, PM compliance, and feedback
• Publish quarterly training calendars and certification support

Proof in practice: applying supplemental talent to improve FM outcomes

When work orders spike or systems upgrades stretch capacity, short‑term external support can protect SLAs while your core team upskills.
World FM Day contributors recommend targeted support plus upskilling to maintain morale and service continuity; review World FM Day talent insights.

How we can help

Indeed Flex combines mobile‑first hiring, performance insights, and supplier management to help FM leaders reduce time‑to‑fill, improve retention, and protect service SLAs — while giving Procurement the visibility needed to manage cost and risk. 

To explore practical steps tailored to your sites, request a demo.