Project Manager, Facilities & Capital Projects

Marin Community Clinics•Novato, CA

5d•Hybrid

About The Position

Marin Community Clinics (MCC), founded in 1972, is a multi-clinic network providing integrated primary care, dental, behavioral, specialty, and referral services. As a Federally Qualified Health Center (FQHC), MCC serves nearly 40,000 individuals annually in Marin County and has received national awards from HRSA. The Mission of MCC is to promote health and wellness through excellent, compassionate care for all. The Project Manager, Facilities & Capital Projects will oversee the entire lifecycle of major administrative and clinical facility projects, including planning, design, permitting, construction, relocation, activation, and occupancy. This role acts as MCC's owner's representative, coordinating architects, engineers, contractors, landlords, consultants, regulatory agencies, vendors, and MCC leadership to ensure projects meet scope, budget, schedule, quality, operational, and regulatory requirements. The initial focus will be leading MCC’s 47,000-square-foot facility project, encompassing the relocation and buildout of administrative offices and the planning, permitting, construction, and operational activation of new clinical space.

Requirements

Strong project leadership and accountability.
Excellent organizational and time-management skills with the ability to manage multiple priorities simultaneously.
Strong budgeting, financial management, and contract administration skills.
Ability to identify project risks, analyze issues, and implement effective solutions.
Exceptional verbal and written communication skills.
Strong stakeholder management and relationship-building abilities.
Ability to lead cross-functional teams and influence decision-making without direct authority.
Strong negotiation and conflict-resolution skills.
Proficiency in project management software and Microsoft Office applications.
Ability to maintain confidentiality and exercise sound judgment.
Commitment to patient safety, accessibility, health equity, and high-quality healthcare environments.
Knowledge of healthcare facility operations and regulatory requirements.
Bachelor’s degree in construction management, Architecture, Engineering, Facilities Management, Business Administration, Healthcare Administration, or a related field required.
Five (5) or more years of progressively responsible project management experience involving healthcare facilities, commercial construction, capital improvement projects, tenant improvements, medical office developments, or complex facility relocations.
Equivalent combination of education and related experience may be considered.
Experience managing project budgets, schedules, contracts, change orders, invoices, risk assessments, cost forecasting, procurement activities, and vendor performance.
Experience managing multiple concurrent projects and coordinating diverse stakeholders.

Nice To Haves

Project Management Professional (PMP).
Certified Construction Manager (CCM).
Certified Facility Manager (CFM).
Healthcare Construction Certificate (HCC).
LEED Accredited Professional (LEED AP).
Registered Architect (RA).
Professional Engineer (PE).
Other related project management, construction, architecture, engineering, or facilities management certifications.

Responsibilities

Manage projects from planning and design through permitting, construction, activation, occupancy, and closeout.
Develop and maintain project plans, schedules, budgets, milestones, risk registers, decision logs, and action-item trackers.
Serve as MCC's primary point of coordination for landlords, architects, engineers, contractors, consultants, vendors, regulatory agencies, and internal stakeholders.
Facilitate project meetings and document decisions, approvals, risks, and action items.
Identify project risks, schedule delays, budget concerns, and operational challenges and implement mitigation strategies.
Prepare and present project status reports to executive leadership, Board committees, and the Board of Directors as requested.
Collaborate with clinical, operational, facilities, information technology, compliance, finance, and administrative teams to determine project requirements.
Translate organizational and clinical workflow into functional space and design requirements.
Review plans and specifications for compliance with approved scope, budget, accessibility, patient safety, privacy, and operational requirements.
Coordinate space planning, furniture, equipment, signage, telecommunications, security systems, and technology infrastructure.
Manage permitting, inspections, licensing, fire clearances, accessibility compliance, and occupancy approvals.
Coordinate compliance with California Building Standards Code, Title 24, HCAI/OSHPD 3 requirements, and healthcare licensing standards.
Develop, monitor, and manage project budgets, including construction, design, equipment, furniture, permitting, technology, contingencies, relocation, and activation expenses.
Track landlord-funded tenant improvement allowances and MCC-funded expenditures.
Review contracts, invoices, payment applications, change orders, commitments, and cost forecasts.
Coordinate expense review, approvals, reimbursements, and documentation with Finance and other departments.
Support procurement and selection of architects, contractors, consultants, and vendors.
Monitor vendor and contractor performance and address schedule, budget, contractual, and performance issues.
Monitor construction progress, quality, safety, compliance, schedules, and budgets.
Conduct site visits and participate in owner-architect-contractor meetings.
Review contractor schedules, progress reports, invoices, change orders, submittals, and project documentation.
Coordinate testing and transition of HVAC, electrical, plumbing, elevators, fire and life safety systems, security systems, telecommunications, and other critical building systems.
Ensure construction deficiencies are documented and corrected.
Coordinate infection prevention and safety measures during construction activities adjacent to active healthcare operations.
Develop and execute relocation and activation plans that minimize disruption to patient care and business operations.
Coordinate furniture installation, equipment setup, technology testing, security implementation, signage, supplies, staff training, and operational readiness activities.
Establish and monitor department-specific readiness checklists.
Coordinate inspections, occupancy approvals, licenses, and regulatory clearances.
Ensure all operational, safety, training, equipment, and regulatory requirements are met prior to occupancy and service activation.
Manage commissioning activities, punch lists, final inspections, warranties, training, and project closeout documentation.
Obtain as-built drawings, operations and maintenance manuals, permits, warranties, certifications, and inspection records.
Coordinate turnover of facilities documentation and systems to Facilities, Information Technology, and operational departments.
Reconcile project financials, including final invoices, reimbursements, and lien releases.
Monitor warranty issues and facilitate timely resolution.
Perform other related duties as assigned to support departmental and organizational objectives.