Facilities Project Coordinator - (Remote)

Mindful Support Services • Dallas, TX

2d • Remote

About The Position

The Facilities Project Coordinator supports the development and launch of new therapy offices across the country. Working with project teams, vendors, contractors, property managers, brokers, and operational leaders, the Coordinator helps move projects from planning through opening by coordinating logistics, procurement, budgets, documentation, and vendor relationships. The role also independently leads smaller facilities projects and supports the company’s expanding national footprint.

This is a full-time remote position supporting office development projects in multiple states. Candidates must live within driving distance of one or more company office locations in their home state and be available to travel to local offices, project sites, vendors, and business partners as needed. Travel may be by car or airplane, typically ranging from three days to two weeks per trip, and may reach 25% of the role.

Mindful Support Services provides administrative and organizational services to independent mental healthcare practitioners, including support for sourcing leads, marketing, billing, and payment collection. Since opening in 2011, the company has grown to support more than 1,000 providers and works to improve access to high-quality mental healthcare.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• 1–2 years of experience in project coordination, project management, construction management, property management, facilities, or a related field.
• Experience supporting multiple projects simultaneously while managing timelines, budgets, and deliverables.
• Ability to travel regionally and nationally for expansion projects, typically for three days to two weeks at a time.
• Ability to lift up to 50 lbs. as needed.
• Personal vehicle required for travel between locations; mileage reimbursement is provided.
• Must reside within driving distance of one or more company office locations in the state where based.
• Strong organizational skills and ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, professionalism, and attention to detail.
• Ability to build effective relationships with vendors, contractors, and cross-functional stakeholders.
• Analytical ability to track budgets, prepare reports, and identify trends or opportunities for improvement.
• Adaptability and ability to pivot quickly in a fast-paced, growing environment.
• Self-motivation and accountability, with ability to work independently and collaborate with a team.
• Strong project coordination skills, including monitoring progress, tracking deliverables, and communicating updates.
• Interest in design, creating functional spaces, and delivering a high-quality experience.

Responsibilities

• Support the planning, coordination, and launch of new therapy office locations across the country.
• Partner with project managers, brokers, vendors, contractors, and internal stakeholders to keep projects on track from planning through opening day.
• Coordinate furniture, fixtures, equipment, décor, installations, and office setup.
• Assist with site evaluations, space planning, and office design decisions that align with company standards and provider needs.
• Manage vendor communications, obtain and compare quotes, and help ensure work is completed on time, within budget, and to expectations.
• Coordinate deliveries, installations, repairs, and improvement projects across company locations.
• Review project invoices and support the payment process in partnership with Accounting.
• Track project expenses and buildout budgets, and provide regular updates on project performance.
• Analyze project costs and purchasing trends to support future budgeting and planning.
• Contribute to project closeout reporting, lessons learned, and continuous improvement initiatives.
• Help maintain and enhance systems, documentation, and standards supporting facilities and real estate operations.
• Administer space management tools and assist with facilities-related process improvement projects.
• Create and update guides, procedures, and project resources to help teams scale efficiently.

Benefits

• 75% coverage of health, dental, and vision benefits plan.
• 401(k) savings plan with employer matching upon eligibility.
• Eight paid holidays a year.
• 15 PTO days accrued in the first year.
• Professional and career development opportunities.
• Compensation evaluated consistently, with opportunities for growth.
• Mileage reimbursement for required travel between locations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level