Facilities Project Coordinator - Seattle, Wa

Mindful Support Services•Mountlake Terrace, WA

1d•Hybrid

About The Position

The Facilities Project Coordinator helps bring new therapy offices to life across the country and contributes to the growth of the company’s national footprint. Working with project teams, vendors, contractors, property managers, and operational leaders, the Coordinator supports projects from concept through completion by coordinating logistics, procurement, budgets, documentation, and vendor relationships. The role also independently leads smaller facilities projects. The position is based mainly at Mindful Support Services’ headquarters, with travel to office locations and active project sites as needed. Work from home up to two days per week is available when business needs allow. Overnight travel by car or airplane is expected, with trips lasting three days to two weeks and travel up to 25%.

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 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.
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 aligned 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 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 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.