Facilities Project Coordinator - Seattle, Wa

Job Type: Full-time, M-F

Salary: $55,000-65,000k per year

About Mindful Support Services

We are a business to business support service for independent mental healthcare practitioners, which helps providers service a growing client base. We provide administrative and organizational services to simplify the processes of sourcing leads, marketing, billing and collecting payments from patients and insurers. We have grown to support over 1,000 mental healthcare providers since we opened in 2011.

We have built the Mindful Therapy Group brand from the ground up with years of dedication to solving the complex processes of the healthcare landscape in innovative ways, creating a platform geared toward growth, and working to meet our mission of creating improved access to high quality mental healthcare.

About the Role

The Facilities Project Coordinator plays a key role in bringing new therapy offices to life across the country. Partnering with project teams, vendors, contractors, property managers, and operational leaders, this role helps drive projects from concept to completion by coordinating logistics, procurement, budgets, documentation, and vendor relationships. In addition to supporting large-scale initiatives, the Coordinator independently leads smaller facilities projects and contributes to the continued growth of our national footprint.

The ideal candidate has experience in construction, tenant improvements, interior design, or a related field. This is a full-time position.

Work Environment

Work will be performed mainly at Mindful Support Services’ Headquarters, with travel to office locations and active project sites for specific projects as needed. Working from home up to 2 days per week is available as the needs of the business allow. Overnight travel by car or airplane is expected, with work trips ranging from 3 days to 2 weeks. The role requires up to 25% travel.

Responsibilities

• Help Bring New Therapy Offices to Life
• 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 to create welcoming, functional spaces.
• Assist with site evaluations, space planning, and office design decisions that align with company standards and provider needs.
• Coordinate Vendors & Project Execution
• 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 a growing portfolio of locations.
• Review project invoices and support the payment process in partnership with Accounting.
• Support Budgeting & Project Reporting
• Track project expenses and buildout budgets, providing regular updates on project performance.
• Analyze project costs and purchasing trends to support future budgeting and planning efforts.
• Contribute to project closeout reporting, lessons learned, and continuous improvement initiatives.
• Improve Processes & Systems
• Help maintain and enhance systems, documentation, and standards that support 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 that help teams scale efficiently as the company grows.

Requirements

Qualifications

• Bachelor’s degree or 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 3 days to 2 weeks at a time).
• Ability to lift up to 50 lbs. as needed.
• Personal vehicle required for travel between locations; mileage reimbursement provided.
• Core Competencies
• Strong organizational skills with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills with a high level of professionalism and attention to detail.
• Ability to build effective relationships with vendors, contractors, and cross-functional stakeholders.
• Analytical mindset with the ability to track budgets, prepare reports, and identify trends or opportunities for improvement.
• Highly adaptable and able to pivot quickly in a fast-paced, growing environment.
• Self-motivated and accountable, with the ability to work independently while collaborating effectively with a team.
• Strong project coordination skills, including monitoring progress, tracking deliverables, and communicating updates.
• Passion for design, creating functional spaces, and delivering a high-quality experience.