Project Manager, Field Operations

Intercare Therapy; Santa Monica (CA); On-site; USD 90,000 - 98,000; Full time

Job summary

Intercare Therapy, Inc. is seeking a Project Manager, Real Estate and Facilities, to lead end-to-end multi-site initiatives from new center development to relocations and facilities management.

Reporting to the Senior Managing Director, you will streamline process improvements and coordinate across Real Estate, Facilities, IT, Finance, Operations and Clinical teams. This role requires travel to sites, strong communication, and hands-on use of Smartsheet, Jira, Salesforce, and a facilities

Qualifications

• Bachelor’s degree in business, operations, project management, or related field.
• 5+ years of project management experience, preferably in multi-site operations.
• Experience using Smartsheet, Jira, Salesforce, or similar tools.
• Strong written and verbal communication skills with ability to coordinate across teams.

Responsibilities

• Support real estate processes including site tours and site surveys, due diligence, lease negotiations, and execution with brokers, landlords, and legal.
• Manage new center setup (furniture, signage, IT, utilities, vendor services) remotely and on-site, including travel for openings.
• Coordinate vendor deliveries, installations, and schedules to ensure timely launches.
• Oversee construction and tenant improvement projects, coordinating with landlords, general contractors, and architects on scope, budgets, and schedules.
• Create floorplans and space plans for new and relocating centers, aligning layouts with clinical and operational needs.
• Plan and manage center relocations, including move logistics and minimizing disruption to services.
• Track milestones and critical dates (lease execution, permits, construction, IT) to open on schedule.
• Maintain lease abstracts and track critical dates (renewals, options, expirations, escalations).
• Act as the primary contact between landlords, contractors, and internal teams; facilitate cross-team alignment.

Skills

Project management

Multi-site operations

Communication

Cross-functional collaboration

Time management

Risk assessment

Education

Bachelor’s degree in business/related field

Tools

Smartsheet

Jira

Salesforce

Job description

City:

State:

California

Working time

Full- Time

Description & Requirements

Company Description

Intercare Therapy, Inc. (ICT) provides evidence‐based behavior services that support individuals with autism and related disorders and their families. Our mission is to increase independence and improve the quality of life of our client families. As an organization, we strive to be:

• The employer of choice for all staff, by providing a long-term career opportunity, supportive and collaborative organizational culture, and fulfilling individualized professional experience and development
• The preferred service provider to our clients, families and funding sources, providing high quality clinical care and high‐touch customer service

Position Overview

The Project Manager, Real Estate and Facilities, is a critical role responsible for driving operational excellence across Intercare’s multi-site operations. Reporting directly to the Senior Managing Director (SMD) of Real Estate & Field Operations, this position balances responsibilities across three key areas: new center development and relocations, facilities management, and process improvement initiatives. The Project Manager will oversee projects end-to-end, ensuring strict adherence to deadlines, proactive communication of blockers, and alignment across cross-functional teams.

This individual will leverage advanced project management tools (such as Smartsheet, Jira, Salesforce, and a facilities ticketing system) to ensure visibility, accountability, and timely delivery of critical initiatives. The ideal candidate is highly organized, an exceptional communicator, and thrives in managing complex, multi-site operational projects.

Compensation / Salary: $90,000–$98,000 annually

Reports to: SMD Real Estate and Field Ops

Ideal Location: California

Travel: Regular travel required to support site surveys, construction, new center openings, and existing site audits.

Key Responsibilities

• Support real estate processes including site tours and site surveys, due diligence (zoning, signage restrictions, parking ratios), lease negotiations, and facilitation of lease documents (LOIs, lease drafts, amendments, and execution) with brokers, landlords, and legal.
• Manage new center setup (furniture, signage, IT, utilities, vendor services) remotely and on-site, including travel to new sites for setup and grand openings.
• Coordinate vendor deliveries, installations, and schedules to ensure timely launches.
• Oversee construction and tenant improvement projects, coordinating with landlords, general contractors, and architects on scope, permits, budgets, and schedules.
• Create floorplans and space plans for new and relocating centers, partnering with Clinical Operations and local Field Ops teams to align layouts with clinical and operational needs.
• Plan and manage center relocations, including move logistics, setup, and minimizing disruption to clinical services.
• Track milestones and critical dates (lease execution, permits, construction, IT, licensing) to ensure new centers open on schedule.
• Maintain lease abstracts and track critical dates for the existing portfolio (renewals, options, expirations, rent escalations)
• .Act as the primary point of contact between landlords, contractors, and internal teams.• Facilitate alignment between Real Estate, Facilities, IT, Finance, Operations, and Clinical functions for new center openings.

Facilities Management:

• Source, negotiate, and set up new vendor contracts, and manage ongoing vendor relationships and recurring maintenance contracts, including bids, pricing, renewals, and performance.
• Manage intake and prioritization of facilities requests through the facilities ticketing system, and oversee work orders and vendor follow-up to ensure timely resolution.
• Escalate unresolved maintenance or repair delays to leadership.
• Serve as the escalation point for facility emergencies (e.g., leaks, power outages, security incidents), coordinating vendors and communicating with center leadership.
• Manage facility safety programs across centers, including scheduling and conducting safety inspections (fire/life safety, emergency preparedness, ADA), tracking corrective actions, and maintaining compliance documentation.
• Partner with Clinical Operations, local Field Ops teams, and center leadership to manage facilities layouts and ensure spaces are appropriately utilized and maintained.

• Source, negotiate, and set up new vendor contracts, and manage ongoing vendor relationships and recurring maintenance contracts, including bids, pricing, renewals, and performance.
• Manage intake and prioritization of facilities requests through the facilities ticketing system, and oversee work orders and vendor follow-up to ensure timely resolution.
• Escalate unresolved maintenance or repair delays to leadership.
• Serve as the escalation point for facility emergencies (e.g., leaks, power outages, security incidents), coordinating vendors and communicating with center leadership.
• Manage facility safety programs across centers, including scheduling and conducting safety inspections (fire/life safety, emergency preparedness, ADA), tracking corrective actions, and maintaining compliance documentation.
• Partner with Clinical Operations, local Field Ops teams, and center leadership to manage facilities layouts and ensure spaces are appropriately utilized and maintained.

Operations Process Improvement:

• Manage departmental projects and initiatives that may overlap with School Services and Behavioral Health service lines.
• Assign clear deliverables and deadlines, proactively communicating blockers and ensuring accountability.
• Lead projects supporting performance improvement of individual locations, ensuring clear tracking of Objectives and Key Results.

Systems & Data Management:

• Build and maintain templates in Smartsheet and other project management platforms (e.g., Jira) for project timelines and progress tracking.
• Create and maintain SOPs, standardized processes, and project budgets for real estate, new center openings, relocations, facilities, and safety, tracking spend against budget.
• Manage dashboards to monitor KPIs and operational goals for assigned projects and center portfolio.
• Ensure appropriate tools are leveraged for communication and cross-team alignment (e.g., Salesforce).

Qualifications and Skills

Required:

• Bachelor’s degree in business, operations, project management, or related field.
• 5+ years of project management experience, preferably in multi-site operations.
• Demonstrated expertise in using project management tools such as Smartsheet, Jira, or equivalent platforms, as well as facilities ticketing or work order systems.
• Strong organizational and time-management skills, with a proven record of meeting strict deadlines.
• Excellent written and verbal communication skills, with the ability to proactively communicate risks and blockers.
• Experience coordinating across diverse stakeholder groups, including real estate, facilities, IT, finance, and clinical teams.
• Strong analytical skills with the ability to interpret KPIs and operational performance metrics.
• Valid driver’s license and ability to travel regularly to sites, including on-site inspections and setup.

Preferred:

• Experience in real estate, construction, facilities management, or healthcare operations.
• Experience developing and managing project and facilities budgets.
• Knowledge of data dashboards (e.g., Tableau) and CRM platforms (e.g., Salesforce).
• Experience with floorplan or space-planning tools (e.g., Floorplanner).
• Six Sigma Certification.
• Experience negotiating vendor contracts and knowledge of workplace safety and compliance requirements (e.g., OSHA, fire/life safety, ADA).