Facilities Project Manager - Expansion States

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.