Facilities Project Coordinator - Seattle, Wa
About The Position
The Facilities Project Coordinator helps bring new therapy offices to life across the country and supports the growth of the company’s national footprint. Working with project teams, vendors, contractors, property managers, and operational leaders, the Coordinator helps move projects from concept through completion by coordinating logistics, procurement, budgets, documentation, and vendor relationships. The role also independently leads smaller facilities projects. The position supports the planning and launch of office locations, including site evaluations, space planning, design decisions, and coordination of furniture, fixtures, equipment, décor, installations, and office setup. It manages vendor communications and helps track project schedules, costs, invoices, budgets, and reporting. The Coordinator also helps maintain facilities and real estate systems, documentation, standards, guides, and procedures, and contributes to process improvement. Work is mainly performed at Mindful Support Services’ headquarters, with travel to office locations and active project sites as needed. Working from home up to two days per week is available as business needs allow. The role requires up to 25% travel, including overnight trips by car or airplane lasting from three days to two weeks. A personal vehicle is required for travel between locations; mileage reimbursement is provided.
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.
- 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 mindset and 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 effectively 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 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, deliveries, repairs, and office setup.
- Assist with site evaluations, space planning, and office design decisions aligned with company standards and provider needs.
- Manage vendor communications and obtain and compare quotes.
- Help ensure project work is completed on time, within budget, and to expectations.
- 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.
- Maintain and enhance systems, documentation, and standards for 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 & Vision benefits plan
- 401(k) savings plan with employer matching upon eligibility
- 8 paid holidays a year
- 15 PTO days accrued in first year
- Professional and career development opportunities
- Compensation evaluated consistently and opportunities for growth
- Mileage reimbursement for travel between locations
- Working from home up to 2 days per week as business needs allow
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
