Assistant Facilities Manager

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 1,500 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 Assistant Facilities Manager will work collaboratively with team members, contractors, vendors, property managers, and the COO of Mindful Support Services in contributing to big-picture projects and goals of the company, as well as managing the upkeep and improvement of facilities. Duties will include a variety of project, people, and inventory management, including coordination with property management, working with onsite office managers to troubleshoot issues, and growing a team of facilities assistants and coordinators. The ideal candidate will have experience working in property management, construction management, interior design and/or a related field. This is a full-time position.

Responsibilities

• Manage relationships with property managers; be the main point of contact for major issues, and support Office Managers in resolving facility issues.

• Act as first point of contact for escalated facility issues, including after-hours incidents.

• Uphold the cleaning standards and regiments at corporate headquarters with the support of Facilities Assistants.

• Manage a team, providing mentorship, guidance, and support in their daily activities, as well as professional development through regular feedback and goal setting.

• Assist the Facilities Manager in lease renewal negotiations between upper management and property ownership.

• Proactively identify facility issues and facilitate improvements and repairs.

• Coordinate and manage vendors for major office improvements and repairs.

• Oversee key inventory and building access for all locations, with the support of Facilities Assistants.

• Work with the Facilities Manager to track and oversee the facility operations budget.

• Manage and coordinate the sourcing, ordering, and delivery of office supplies and capital expenditures for all office locations.

• Manage inventory of office supplies and coordinate with accounting to decommission capital expenditures.

• Track and report expenses of office supplies and capital expenditures, working with Finance to establish annual operating budgets per location.

• Delegate tasks and responsibilities to Office Managers, Facilities Assistants, and other stakeholders as necessary.

• Uphold and enforce policies, procedures, and best practices for facility management with Office Managers, Provider Support Staff, and the Operations Department

• Lead process improvements around facility inventory, office space management, ordering & repairs in coordination with the Operations Manager, Regional Manager and Office Managers.

• Write and distribute documentation for policies and procedures relating to office space & facilities management overall.

• Use appropriate software such as PowerPoint, CAD, Adobe, SmartDraw, Microsoft Project, and Excel to track progress and communicate effectively with stakeholders

Qualifications

• Bachelor's degree and 3-4 years' related experience and/or training; or equivalent combination of education and experience

• 3-4 years experience in property management, project management, or construction management

• Discreet, tactful, emotionally intelligent with highly collaborative interpersonal skills

• Previously demonstrated ability to communicate effectively with vendors from various industries (ie. construction, IT, design, architecture, etc.)

• Strong organizational skills, including scheduling and record-keeping

• Proven leadership abilities, with prior experience managing teams

• Monitoring and providing updates on project progress to team member and partners

• Expert proficiency in Microsoft Office required

• Experience in Adobe Creative Suite (specifically InDesign and Photoshop), and any CAD software is also preferred

• Excellent written and verbal skills with razor-sharp accuracy and thoroughness in completing all tasks

• Ability to work autonomously, with minimal supervision, manage your time responsibly and be accountable for meeting project deadlines

• Passionate about design, attention to detail, communication, and client service

• Personal vehicle is required for travel to and from various office locations; mileage for business use is reimbursable

Work Environment

Work will be performed mainly at Mindful Support Services’ Headquarters (Mountlake Terrace and Northgate), with work performed at office locations, and off-site venues for specific projects and events as needed. Travel via car or airplane to active construction sites is expected. Working from home up to 2 days per week is available as the needs of the business allow.

The responsibilities described are not intended to be a comprehensive list of requirements for this job. Responsibilities, duties, and activities may change at any time with or without notice.

Compensation and Benefits:

• 75% employer covered Health, Dental & Vision benefits plan
• 401(k) savings plan with employer matching upon eligibility
• 8 paid holidays
• 15 PTO days accrued annually
• Professional and career development opportunities
• Compensation evaluated with opportunities for advancement

Job Type: Full-time

Pay: $68,000.00 - $80,000.00 per year