Facilities Manager

Facilities Manager

The Facilities Manager is responsible for the safe, compliant, and well-maintained operation of all Ridgeview school facilities. This is a hands-on management role that demands both tactical competence, overseeing daily maintenance, work orders, and vendor relationships, and strategic vision, contributing to a multi-year Strategic Development Master Plan and leading capital construction projects from planning through close-out.

The Facilities Manager works within a tiered project framework aligned with Colorado charter school law, CDE requirements, PoudreSchool District charter agreement provisions, and City of Fort Collins building and safety codes. This person is expected not only to follow existing processes, but to identify and implement improvements that increase efficiency, accountability, and long-term facility stewardship.

Primary Responsibilities

Daily Operations and Routine Maintenance (Tier 1)

• Manage all incoming work order requests through FMX; assign, track, and close work orders in a timely and well-documented manner.
• Conduct regular walkthroughs of all school buildings and grounds to identify maintenance needs proactively.
• Maintain a preventive maintenance schedule for all building systems including HVAC, plumbing, electrical, roofing, fire/life safety, and exterior grounds.
• Supervise custodial staff and contracted service providers; set clear performance expectations and hold vendors accountable to scope and quality.
• Maintain a current Vendor Directory with contact information, license numbers, insurance certificates, and prior work documentation.
• Submit a monthly facilities summary report to the Deputy Headmaster covering completed work, active issues, and emerging needs.

Project Management (Tiers 2–3)

• Manage small and significant facilities projects ($1,000–$50,000) from proposal through close-out, following and improving upon the school's established tiered approval and documentation process.
• Prepare Project Proposal Forms, obtain competitive quotes (minimum two for projects over $2,500; minimum three for projects over $10,000), and complete Quote Comparison Summaries with documented rationale.
• Coordinate with the Deputy Headmaster, Business Manager, and Operations Manager at appropriate approval stages.
• Manage all active projects in project management software, maintaining current timelines, milestones, task assignments, and links to project documentation.
• Submit written board reports for all projects over $10,000 at regular board meetings.
• Initiate permit applications and coordinate with PSD as required by the school's charter agreement provisions.
• Complete Project Close-Out Forms for every project; archive all documentation in the school's shared drive folder structure.

Capital Construction (Tier 4)

• Lead planning, procurement, and management of capital construction projects ($50,000+) in collaboration with the Headmaster, Deputy Headmaster, Business Manager, and Operations Manager.
• Prepare Capital Project Proposals including detailed scope, preliminary budget, timeline, funding source, and alignment with the school's Strategic Development Master Plan.
• Conduct formal Request for Qualifications (RFQ) processes for professional services (architect, engineer, etc.) over $25,000; document selection criteria and process.
• Manage competitive bid processes per Colorado public school procurement requirements; present bid results and selection recommendations to the Board of Directors.
• Ensure all contracts include required proof of liability and workers' compensation insurance; route contracts of $20,000 or more for legal review before execution.
• File permit applications through the State of Colorado; coordinate with PSD and the City of Fort Collins as required.
• Provide monthly written progress reports to the Board during active construction; maintain full project records through close-out including warranties and final cost documentation.

Strategic Planning and Compliance

• Contribute substantively to the development and annual updating of a 3–5-year Strategic Development Master Plan for facilities, in partnership with school administration and the Board of Directors.
• Conduct an annual end-of-year building condition assessment and prepare an Annual Condition Report for school leadership, including deferred maintenance, project recommendations, and capital needs.
• Develop and maintain a multi-year capital needs assessment, updated annually to inform budget planning and board decisions.
• Ensure ongoing compliance with all applicable regulations and requirements including Colorado Department of Education (CDE) facility standards and charter school capital construction guidelines, Poudre School District charter agreement provisions, City of Fort Collins building codes and permitting requirements, Colorado fire and life safety codes (NFPA, IFC), ADA and IDEA accessibility requirements, OSHA and EPA regulations applicable to school facilities, and Colorado Revised Statutes governing public school construction and procurement.
• Maintain current knowledge of CDE Charter School Capital Construction fund requirements and application timelines; flag funding opportunities to school leadership.

Process Improvement

• Evaluate and improve upon the school's existing facilities workflow, identifying gaps in documentation, approval routing, vendor management, or system use and proposing practical solutions.
• Develop and maintain standard templates (Project Proposal Form, Quote Comparison Summary, Monthly Progress Report, Project Close-Out Form) and ensure consistent use across all projects.
• Improve FMX utilization for work order management, asset tracking, and preventive maintenance scheduling.
• Recommend and implement process improvements that increase transparency, reduce administrative burden, and support clear communication with school leadership and the Board.

Budget and Reporting

• Assist in the preparation and management of the facilities budget.
• Review and analyze costs, operations, and activities to ensure budget conformity.
• Help prepare and present reports to management, highlighting progress, milestones, and decision-making metrics.

Emergency Response

• Respond to emergencies outside normal hours as needed.
• Coordinate emergency response and repairs during crisis situations as needed.

Required Qualifications

• Three (3) or more years of facilities management, construction management, or building operations experience, preferably in an educational, government, or nonprofit setting.
• Demonstrated experience managing construction or renovation projects through full project lifecycle, including procurement, contracting, permitting, and close-out.
• Working knowledge of Colorado building codes, fire and life safety standards, ADA compliance requirements, and applicable OSHA regulations.
• Familiarity with Colorado public school facilities compliance requirements, including CDE standards and charter school capital construction processes, or demonstrated ability to quickly develop this knowledge.
• Experience with budget management.
• Proficiency with facilities management software (FMX or equivalent CMMS platform) and project management tools (Asana or equivalent).
• Proven ability to manage multiple concurrent projects, competing priorities, and vendor relationships while maintaining documentation standards.
• Strong written communication skills; able to produce clear, professional reports for school leadership, board members, and regulatory bodies.

Preferred Qualifications

• Experience in K–12 public school or charter school facilities management.
• Familiarity with Poudre School District policies and City of Fort Collins permitting processes.
• Experience with CDE Charter School Capital Construction grant applications or state facilities funding processes.
• Facilities Management Professional (FMP), Certified Facility Manager (CFM), or equivalent credential.
• OSHA 10 or OSHA 30 certification.
• Experience developing or contributing to a multi-year facilities master plan or capital improvement plan.
• Experience managing custodial staff or contracted maintenance teams.
• Background in construction trades (electrical, plumbing, HVAC, or general contracting) is a strong asset.
• Familiarity with competitive bidding and formal RFQ processes for public entities.

Interested individuals should submit a complete application package.