Facilities Project Manager - Expansion States

Mindful Support Services; Portland (OR); Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

Health, Dental & Vision benefits

401(k) with employer match

8 paid holidays

15 PTO days

Career development opportunities

Job summary

Mindful Support Services is seeking a Facilities Project Manager to lead planning, design, construction, buildout, launch, and closeout of new therapy office locations and major facilities projects. You will coordinate internal teams with landlords, architects, GCs, and vendors to ensure scope, schedule, and budgets are met.

The role involves travel up to 30% and requires strong PM skills, design coordination, and brand-aligned office setups across multiple sites in the United States.

Qualifications

• Bachelor's degree in construction management, project management, facilities management, business, or related field or equivalent.
• 3–5 years in construction/project/tenant-improvement work with multi-project experience.
• Ability to manage budgets, schedules, vendors, and cross-functional stakeholders.
• Travel regionally and nationally for site walks and openings; valid driver’s license.
• Occasional lifting up to 50 pounds in active construction environments.

Responsibilities

• Lead new office and facilities projects from planning through completion and handoff.
• Coordinate architects, contractors, property managers, vendors, and internal teams.
• Monitor schedules, budgets, risks, approvals, and opening readiness.
• Develop finish packages, mood boards, and installation documentation.
• Manage vendor/contractor relationships and change orders.
• Create SOPs and maintain project trackers and standards.

Skills

Project ownership

Stakeholder management

Risk management

Communication

Attention to detail

Problem solving

Process improvement

Education

Bachelor's degree in construction management or related field

Equivalent combination of education and experience

Tools

Microsoft 365

Asana

Adobe Acrobat

Houzz or space-planning software

Houzz (project/procurement systems)

Job description

Job Type: Full time, M-F
Location: Hybrid

Salary: 80,000 - 90,000k annually DOE

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. Since opening in 2011, we have added over 2,000 providers throughout our 25+ locations, and we are continuing to grow.

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 leads the planning, design, construction, buildout, launch, and closeout of new therapy office locations and major facilities projects. The role manages multiple concurrent tenant-improvement and construction projects from early due diligence through operational handoff, coordinating internal stakeholders, landlords, property managers, architects, general contractors, and vendors. The Facilities Project Manager is accountable for project scope, schedule, budget, quality, documentation, site readiness, and a consistent branded experience across locations. This role also contributes to process improvement, portfolio reporting, construction standards, vendor strategy, and scalable project-management systems.
Work Environment

Work is performed remotely with travel to offsite venues, such as active construction sites and offices, as needed. Travel via car or airplane to active construction sites and existing office locations throughout United States is expected. The role requires frequent collaboration across time zones and may include early mornings, evenings, or weekend work when required for travel, vendor access, construction milestones, or location openings. The role requires up to 30% travel.

Responsibilities

Project Management & Execution

• Manage new office and facilities projects from planning through completion, including space planning, vendor coordination, procurement, and project execution.

• Serve as the day-to-day project lead, coordinating architects, contractors, property managers, vendors, and internal stakeholders.
• Lead project meetings and travel to project sites as needed to support construction, installation, and office openings.
• Monitor project health, providing regular updates on schedules, budgets, risks, approvals, and opening readiness.

Construction & Vendor Management

• Manage vendor and contractor relationships, ensuring alignment with project scope, budget, timelines, and quality expectations.

• Oversee construction activities including submittals, change orders, schedule impacts, and scope modifications.
• Review project documentation such as drawings, construction schedules, contractor proposals, and design specifications for accuracy and compliance with company standards.

Design & Office Setup

• Coordinate furniture, fixtures, equipment, and décor procurement, delivery, and installation.

• Develop and implement cohesive office design concepts that align with brand standards and project goals.
• Create and maintain finish packages, mood boards, specification books, selection trackers, and installation documentation.

Budget Management & Reporting

• Track and manage project budgets for construction, furniture, fixtures, equipment, and vendor services.

• Monitor project expenditures, evaluate change orders, and support budget-to-actual reporting.
• Complete project financial closeout, including final invoices, credits, returns, asset documentation, and project reconciliation.

Process Improvement & Documentation

• Develop and maintain SOPs, project trackers, templates, reporting tools, training resources, and construction standards.

• Create and distribute policies, procedures, and launch documentation to support successful office openings.
• Continuously improve project processes, tools, and documentation to support organizational growth and scalability.

Qualifications

• Bachelor's degree in construction management, project management, facilities management, business, or a related field; an equivalent combination of education and relevant experience may be considered.
• At least 3–5 years of progressively responsible experience in construction management, project management, or tenant improvement projects.
• Demonstrated ability to independently manage multiple concurrent projects, budgets, schedules, vendors, and cross-functional stakeholders.
• Experience reviewing construction drawings, scopes, bids, change orders, schedules, invoices, and closeout documentation.
• Experience coordinating FF&E procurement, receiving, installation, and design implementation in active workplace or commercial environments.
• Ability to travel regionally and nationally for site walks, construction meetings, buildouts, and openings; trips may range from single-day travel to approximately two weeks depending on project needs.
• Valid driver's license and reliable transportation for travel between worksites; mileage is reimbursed in accordance with company policy.
• Ability to occasionally lift, carry, assemble, or move items weighing up to 50 pounds and work safely in active construction and installation environments.
  

Core Competencies

• End-to-end project ownership and sound judgment in fast-moving environments.

• Construction, vendor, schedule, budget, and risk management.

• Clear written, verbal, visual, and executive-level communication.

• High attention to detail, document control, follow-through, and analytical accuracy.

• Collaborative stakeholder management with the ability to influence without direct authority.

• Practical problem solving, adaptability, and timely escalation of material issues.

• Ability to translate lessons learned into scalable standards and repeatable processes.

• Proficiency with Microsoft 365 products, Asana, Adobe Acrobat, Houzz or comparable space-planning software, and project/procurement systems such as Houzz; ability to learn new tools quickly.

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, M-F

Location: Hybrid

Salary: 80,000 - 90,000k annually DOE

We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Applicants from all fields are encouraged to apply. Background check required. Come join a strong team making an impact in the service world of mental health!

It is a conflict of interest for an employee of Mindful Support Services to be a current client of Mindful Therapy Group. We request that individuals who are receiving clinical services at Mindful Therapy Group wait until their care is discontinued before beginning employment.