Facilities Project Manager

About Mindful Support Services

We are a business-to-business support service for independent mental healthcare businesses, which helps providers service a growing client base. We provide administrative and organizational services to simplify the processes of lead-generation, marketing, billing and collecting payments from patients and insurers. Our teams support over 2,000 independent mental health providers, and in turn over 23,000 clients per week across 5 states and virtually via Telehealth. 

We have built the Mindful Therapy Group brand from the ground up with years of dedication to solving the complex processes of the healthcare landscape in innovative ways, creating a platform geared toward growth, and working to meet our mission of creating improved access to high quality mental healthcare.  

About the Role
The Facilities Project Manager will work collaboratively with team members, contractors, vendors, and property managers in contributing to the company's projects and goals, specifically in new office launches. Duties will include a variety of project and relationship management, including the oversight and coordination of multiple construction launch projects, managing vendors and holding them accountable to deadlines. The ideal candidate will have experience working in construction management/tenant improvement projects, interior design, and/or a related field.

Responsibilities  

• Manage all facets of launching new locations projects; space planning, vendor management & communication, asset procurement, and coordinating with key players to ensure smooth project execution. 

• Manage vendor and contractor relationships, holding them accountable to project scope, budget, and timeline. 

• Develop and implement cohesive design themes for new office locations by meticulously selecting furniture, art, and décor that align with the company's aesthetic standards and project goals. 

• Manage the delivery and installation of furniture and decor; coordinating a team and installing/building as needed. 

• Create and maintain documentation for build-out processes and a Specification Book for furniture, décor, paint, and carpet selections. 

• Work with the Facilities Manager to establish estimated budgets for new location buildouts based on previous buildouts & purchasing costs. 

• Work directly with the Facilities Manager and COO to establish high level aesthetic themes and design choices for new locations. 

• Track and report expenses for new location buildouts compared to estimated budget to Facilities Manager and other members of the Senior Leadership team. 

• Coordinate and manage vendors for major office improvements and repairs. 

• Delegate tasks and responsibilities to Office Managers, Facilities Assistants, Operations Assistants, and other stakeholders as necessary. 

• Uphold and enforce policies, procedures, and best practices for facility management with Office Managers, Provider Support Staff, and the Operations Department. 

• Write and distribute documentation for policies and procedures relating to new location launches. 

• Use appropriate software such as PowerPoint, Adobe, SmartDraw, Microsoft Project, and Excel to track progress and communicate effectively with stakeholders. 

Work Environment 
Work will be performed mainly at Mindful Support Services’ Headquarters (Mountlake Terrace and Northgate), with work performed at office locations, and off-site venues for specific projects and events as needed. Travel via car or airplane to active construction sites is expected. Working from home up to 2 days per week is available as the needs of the business allow. 

The responsibilities described are not intended to be a comprehensive list of requirements for this job. Responsibilities, duties, and activities may change at any time with or without notice. 

Qualifications & Core Competencies

• Bachelor's degree and 3-4 years' related experience and/or training; or equivalent combination of education and experience. 
• 3-4 years experience in project management, or construction management. 
• Estimated 20% of work time dedicated to travel for construction walkthroughs and new office launches. 
• Proven multi-project management abilities, overseeing budget and timelines. 
• Discreet, tactful, emotionally intelligent with highly collaborative interpersonal skills. 
• Previously demonstrated ability to communicate effectively with vendors from various industries (i.e., construction, IT, design, architecture, etc.). 
• Strong organizational skills such as scheduling and record-keeping. 
• Monitoring and providing updates on project progress to team members and partners. 
• Ability to be flexible, and pivot quickly based on the needs of the business. 
• Expert proficiency in Microsoft Office required. 
• Excellent written and verbal skills with razor-sharp accuracy and thoroughness in completing all tasks. 
• Ability to work autonomously, with minimal supervision, manage your time responsibly and be accountable for meeting project deadlines. 
• Passionate about design, attention to detail, communication, and client service. 
• Personal vehicle is required for travel to and from various office locations; mileage for business use is reimbursable. 

Compensation and Benefits

• 75% coverage of Health, Dental & Vision benefits plan
• 401(k) savings plan with employer matching upon eligibility
• 8 paid holidays a year
• 15 PTO days accrued in first year
• Professional and career development opportunities
• Compensation evaluated consistently and opportunities for growth

We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service and are committed to diversity and inclusion in the workplace. We look forward to cultivating our employees' long-term potential and encourage applicants from all industries to apply. Come join a strong team making an impact in the service world of mental health!

It is a conflict of interest to simultaneously be an employee of Mindful Support Services and a client of Mindful Therapy Group.

Job Type: Full-time

Salary: $70,000.00 - $77,000.00 per year