Facilities Project Manager - Expansion States

Mindful Support Services•Portland, OR

9d•Hybrid

About The Position

The Facilities Project Manager leads planning, design, construction, buildout, launch, and closeout for 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 position is accountable for project scope, schedule, budget, quality, documentation, site readiness, and a consistent branded experience across locations. It also contributes to process improvement, portfolio reporting, construction standards, vendor strategy, and scalable project-management systems. Work is performed remotely with travel to offsite venues, including active construction sites and offices, as needed. Travel by car or airplane to construction sites and existing offices throughout the United States is expected, with up to 30% travel. The role involves frequent collaboration across time zones and may include early mornings, evenings, or weekends when needed for travel, vendor access, construction milestones, or office openings.

Requirements

Bachelor's degree in construction management, project management, facilities management, business, or a related field; an equivalent combination of education and relevant experience may be considered.
At least 3–5 years of progressively responsible experience in construction management, project management, or tenant-improvement projects.
Ability to independently manage multiple concurrent projects, budgets, schedules, vendors, and cross-functional stakeholders.
Experience reviewing construction drawings, scopes, bids, change orders, schedules, invoices, and closeout documentation.
Experience coordinating FF&E procurement, receiving, installation, and design implementation in active workplace or commercial environments.
Ability to travel regionally and nationally for site walks, construction meetings, buildouts, and openings; trips may range from single-day travel to approximately two weeks depending on project needs.
Valid driver’s license and reliable transportation for travel between worksites; mileage is reimbursed in accordance with company policy.
Ability to occasionally lift, carry, assemble, or move items weighing up to 50 pounds and work safely in active construction and installation environments.
End-to-end project ownership and sound judgment in fast-moving environments.
Construction, vendor, schedule, budget, and risk management skills.
Clear written, verbal, visual, and executive-level communication.
High attention to detail, document control, follow-through, and analytical accuracy.
Collaborative stakeholder management and ability to influence without direct authority.
Practical problem solving, adaptability, and timely escalation of material issues.
Ability to translate lessons learned into scalable standards and repeatable processes.
Proficiency with Microsoft 365 products, Asana, Adobe Acrobat, Houzz or comparable space-planning software, and project/procurement systems; ability to learn new tools quickly.
Successful completion of a background check.

Responsibilities

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 and provide regular updates on schedules, budgets, risks, approvals, and opening readiness.
Manage vendor and contractor relationships to ensure alignment with project scope, budget, timelines, and quality expectations.
Oversee construction activities, including submittals, change orders, schedule impacts, and scope modifications.
Review drawings, construction schedules, contractor proposals, and design specifications for accuracy and compliance with company standards.
Coordinate furniture, fixtures, equipment, and décor procurement, delivery, and installation.
Develop and implement cohesive office design concepts aligned with brand standards and project goals.
Create and maintain finish packages, mood boards, specification books, selection trackers, and installation documentation.
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.
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.