Atlas Facilities Maintenance for USPS

Expanding Operations & Delivering Maintenance Excellence

In October 2022, Atlas Facilities Maintenance took a major leap forward by securing a significant contract with a global multibillion dollar corporation to provide facilities maintenance for United States Postal Service (USPS) locations. This partnership was a critical milestone, not only for its size—starting with 60 sites across five states—but also for the challenges it presented in terms of logistics, compliance, and growth management.

Despite these challenges, Atlas successfully expanded its footprint and service quality, showcasing strategic adaptability, operational excellence, and a commitment to becoming a leader in the facilities maintenance industry.

This case study explores the strategic steps taken by Atlas to expand operations, overcome numerous challenges, and deliver exceptional quality of service, ultimately becoming one of the top-performing partners for our Client in the U.S.

Winning the Contract and Starting Operations. Atlas Facilities Maintenance won the contract with our Client on October 20, 2022, and began operations on November 1, 2022, with an initial book of business that included 60 USPS sites across the WESTPAC region, spanning five states. While this was a significant opportunity, it also came with numerous challenges that required innovative thinking and strategic decisions.

Setting the Foundation: Competitive Bid and Low Margin Strategy

Atlas secured the contract by bidding aggressively, accepting a very low gross profit margin to establish a market foothold and build a long-term relationship with the Customer.
This low-margin strategy enabled Atlas to demonstrate quality service and create opportunities for future growth and more profitable renewals.

Payroll Compliance: Transition to a New Provider

The Customer required a much more robust and detailed payroll processing structure, which our current payroll provider at the time was unable to offer. The strict payroll compliance requirements included separate reporting of prevailing and fringe wages.
Atlas transitioned to a new payroll provider capable of meeting the Customer’s standards for the entire organization, ensuring consistency and compliance.

Staffing Challenges and the Need for GAP Cleaning

Difficulty in recruiting and training staff for 60 new sites led to initial losses.
The Customer required GAP cleaning for unstaffed sites beyond 20 days, adding cost pressure.
Atlas adapted by enhancing recruitment efforts and improving onboarding efficiency to minimize gaps in staffing. Atlas hired additional HR Managers to meet the new demands and created new creative recruiting policies.

Operational Compliance & Safety Documentation

Compliance documentation and safety training had to be completed within 30 days.
Atlas utilized cutting edge technology tools for efficient distribution and tracking of documents, streamlining the onboarding process and meeting state and client requirements.

Remote Onboarding & Training in Multi-State Operations

Managed onboarding across five states by developing remote training strategies, including virtual modules and regular check-ins.
Leveraged technology to support employees and maintain service quality without the need for frequent in-person training.

Phase 2: Growth and Regional Expansion

Expanding Operations Beyond the Initial Scope. After establishing operations in the WESTPAC region, Atlas turned its focus towards growth, bidding on additional sites and expanding into new regions. The company’s success in meeting our Client’s expectations provided the foundation for a significant expansion:

Central Region Expansion

Won 9 out of 14 bids, expanding into 5 new states: Kansas, Minnesota, Missouri, Nebraska, and Wisconsin.
Later expanded into Colorado and Iowa, demonstrating adaptability and effective scaling of operations.

Southern Region Expansion

Won bids for 2 new sites, adding Oklahoma to the operational footprint.
Strengthened market position and diversified geographic presence, minimizing regional reliance risks.

Growth in the WESTPAC Region

Increased sites from 60 to 74 (23.3% growth), leveraging existing infrastructure and maximizing efficiency.
Demonstrated commitment to quality service and expanded revenue in established markets.

Contract Renewals & Profit Margin Improvement

Successfully renewed contracts across regions, increasing revenue and growing profit margins.
High-quality service and operational reliability enabled Atlas to negotiate better terms and improve profitability.

Phase 3: Overcoming Operational Challenges

Addressing Complexities and Ensuring Sustainable Growth. As Atlas expanded its footprint, it faced several operational hurdles that required innovative solutions to ensure smooth operations and maintain the quality of service:

Payroll Management & Cash Flow

Net 60 payment terms required Atlas to cover payroll for 60 days before receiving customer payment, thereby creating liquidity challenges.
Atlas secured an additional credit facility to manage cash flow, ensuring timely employee payments and uninterrupted service.

Complex Clock-In Systems & Training

Implemented comprehensive employee training to minimize missed clock-ins and non-billable hours, contributing to operational efficiency.

Navigating Multi-State Regulatory Requirements

Operations, legal and HR teams all worked together to ensure compliance across all states, supporting smooth expansion without setbacks.
Expanded operations required registration with each state’s multiple departments including Departments of Secretary of State, Revenue, Labor, among others, presenting regulatory and operational challenges.

Establishing a Quality Assurance Protocol

Developed a new Quality Inspection protocol for both regional and national sites, focusing on key metrics.
Regular inspections led to improved service quality, positioning Atlas as a top-performing partner for the Customer.

Outcomes & Achievements

Significant Milestones and Industry-Leading Performance. Atlas’s commitment to overcoming challenges, adapting to challenging new conditions, and consistently delivering high-quality service resulted in several significant achievements:

93 Sites

Substantial Growth in Coverage & Operations

Expanded from 60 to 93 sites in two years (55% increase), and from five to fourteen states (180% increase).
Diversified geographic footprint and established Atlas as a national facilities maintenance player.

Quality Inspection

Improvement in Quality & Customer Satisfaction

Recognized as one of the Customer’s top-performing vendor partners in the U.S., demonstrating commitment to excellence.
Implemented Quality Inspection protocol, resulting in improved service standards and high customer satisfaction.

2-3% Absenteeism Rate

Employee Retention and Reduced Absenteeism

High employee retention minimized turnover costs and disruptions, supporting consistent service quality.
Reduced absenteeism rates across the entire portfolio to a mere 2-3% through comprehensive training and employee support.

Weekly
Expansion Opportunity

Increased Reputation and Expansion Opportunities

Strong partnership with the Customer led to weekly expansion opportunities.
Participated in the new Preventative Maintenance and Repair and Alterations program, reflecting Atlas’s capability to consistently deliver high-quality service.

Atlas overcomes challenges and leverages limitations as opportunities.

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Conclusion: A Model of Strategic Growth & Adaptation

Atlas Facilities Maintenance’s partnership with our Client has been a remarkable case study in strategic growth, operational excellence, and adaptability. Despite the initial challenges related to compliance, staffing, cash flow, and regulatory requirements, Atlas demonstrated resilience, resourcefulness, and a commitment to quality in every aspect of its operations. The introduction of a comprehensive Quality Inspection protocol, improvements in payroll compliance, and effective management of cash flow allowed Atlas to become one of the leading vendor partners for our Client.

By focusing on adaptability, quality, and strategic investment, Atlas Facilities Maintenance set a new benchmark in facilities management. The success of this partnership with our Client not only showcased Atlas’s ability to scale operations, but also underscored its commitment to maintaining the highest standards of service delivery—proving that even in a competitive industry, excellence and adaptability can pave the way for sustainable growth and industry leadership.