Lead Facilities Project Manager - Mindful Support Services

About Mindful Support Services

We are a business to business support service for independent mental healthcare practitioners, which helps providers service a growing client base. We provide administrative and organizational services to simplify the processes of sourcing leads, marketing, billing and collecting payments from patients and insurers. We have grown to support over 1,500 mental healthcare providers since we opened in 2011.

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 Lead Facilities Project Manager will work collaboratively with team members, contractors, vendors, property managers, and the COO of Mindful Support Services in contributing to big-picture projects and goals of the company, specifically in new construction launches. Duties will include a variety of project, people, and relationship management, including the oversight and coordination of multiple construction launch projects, managing vendors and holding them accountable to deadlines, and leveraging a team of project managers and coordinators to carry out project work. The ideal candidate will have experience working in construction management/tenant improvement projects, managing a team of project managers and coordinators, interior design and/or a related field. This is a full-time position.

Responsibilities

• Manage and lead all facets of launching new locations; 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

• Work directly with the COO to establish aesthetic themes and design choices for new locations

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

• Manage a team, providing mentorship, guidance, and support in their daily activities, as well as professional development through regular feedback and goal setting.

• Support the Facilities Manager in identifying and assessing viable new locations and coordinating lease negotiations

• 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

• 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, 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, CAD, Adobe, SmartDraw, Microsoft Project, and Excel to track progress and communicate effectively with stakeholders

Requirements

Qualifications

• 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

• 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 (ie. construction, IT, design, architecture, etc.)

• Proven leadership abilities, with prior experience managing teams or project managers and coordinators

• Strong organizational skills such as, scheduling and record-keeping

• Monitoring and providing updates on project progress to team member and partners

• Ability to be flexible, and pivot quickly based on the needs of the business

• Expert proficiency in Microsoft Office required

• Experience in Adobe Creative Suite (specifically InDesign and Photoshop), and any CAD software is also preferred

• 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

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.

Benefits

Compensation and Benefits:

• 75% employer covered Health, Dental & Vision benefits plan
• 401(k) savings plan with employer matching upon eligibility
• 8 paid holidays
• 15 PTO days accrued annually
• Professional and career development opportunities
• Compensation evaluated with opportunities for advancement

Job Type: Full-time

Pay: $77,000.00 - $90,000.00 per year