Facilities Operations Manager

Mindful Support Services•Mountlake Terrace, WA

3d•Hybrid

About The Position

The Facilities Operations Manager oversees the upkeep, safety, and refresh of established office locations. This role manages property relationships, maintenance, repair schedules, and vendor contracts to ensure high-quality, compliant, and cost-effective facility operations. The Facilities Operations Manager works closely with Front of House (FOH) leadership and Office Managers to resolve issues and leads recurring refreshes, FF&E replacement, and continuous improvements across the portfolio. Duties will include a variety of project management, inventory management, and relationship management. The ideal candidate will have experience working in facilities management, or a related field. This is a full-time position.

Requirements

Bachelor’s degree and 3–4 years of experience in facilities, property, or operations management (or equivalent).
Proven background managing vendors, budgets, and multi-site operations.
Expertise in asset & inventory management
Collaborative, interpersonal skills
Excellent written and verbal communication with accuracy and attention to detail
Strong organizational, communication, and problem-solving abilities
Effective vendor and contractor management skills
Scheduling, record-keeping, and project progress reporting
Budgeting, cost tracking, and preventive maintenance planning
Policy and procedure development; cross-team coordination
Ability to work autonomously, manage competing priorities, and meet deadlines
Proficiency in Microsoft Office
Familiarity with Adobe Creative Suite and CAD software preferred
Passion for design, detail, client service, and continuous improvement
Willingness to travel as needed

Nice To Haves

Familiarity with Adobe Creative Suite and CAD software

Responsibilities

Oversee the operational budget and maintenance of therapy offices regionally (20+ across 6 states, and growing) and corporate headquarter locations (currently 2 buildings in Seattle, WA).
Partner with property managers of Mindful-owned properties to develop annual budgets, schedule vendors, and get cost approvals from ownership.
Serve as the primary liaison with property managers for all ongoing facility matters.
Maintain accurate facility records, inventories, and compliance documentation.
Manage corporate workstation layout and inventory for Headquarters locations for internal corporate staff in collaboration with senior management.
Support the Real Estate Asset Manager with planning for employee headcount growth across all corporate offices; reporting inventory, recommending re-organization for more efficient utilization, ect.
Proactively identify facility needs and coordinate timely repairs or improvements with property managers and external vendors.
Manage vendor relationships for janitorial, HVAC, security, landscaping, and other contracted services.
Oversee annual refreshes, including carpet cleaning, painting, and cosmetic updates.
Manage operational expenses for facilities; forecasting budgetary needs and managing costs related to HVAC, parking, and access control.
Monitor depreciation and update furnishings, fixtures, and equipment (FF&E) as needed.
Direct procurement, ordering, and installation of replacement assets.
Manage office supply budgets, inventory levels, and capital expenditures, in partnership with Finance.
Act as second escalation point for facility issues from Office Managers.
Establish and enforce policies, procedures, and best practices for facility management.
Coordinate safety and security measures, ensuring compliance with local regulations.
Lead periodic facility improvement projects (e.g., lobby redesigns, security upgrades) through Facilities Operations team consisting of Assistant Facilities Manager, Facilities Coordinators, and Facilities Assistants.
Document workflows, vendor playbooks, and preventive maintenance schedules.
Track and report facility operating expenses versus budget to senior management.