Facilities Operations 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. Since opening in 2011, we have added over 2,000 providers throughout our 20+ locations, and we are continuing to grow.

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 Operations Manager oversees the upkeep, safety, and refresh of established office locations. This role manages property relationships, maintenance, repair schedules, and vendor contracts to ensure high-quality, compliant, and cost-effective facility operations. The Facilities Operations Manager works closely with Front of House (FOH) leadership and Office Managers to resolve issues and leads recurring refreshes, FF&E replacement, and continuous improvements across the portfolio. Duties will include a variety of project management, inventory management, and relationship management. The ideal candidate will have experience working in facilities management, or a related field. This is a full-time position.

Responsibilities:

Property & Lease Management

• Oversee the operational budget and maintenance of therapy offices regionally (20+ across 6 states, and growing) and corporate headquarter locations (currently 2 buildings in Seattle, WA).
• Partner with property managers of Mindful-owned properties to develop annual budgets, schedule vendors, and get cost approvals from ownership.
• Serve as the primary liaison with property managers for all ongoing facility matters.
• Maintain accurate facility records, inventories, and compliance documentation.
• Manage corporate workstation layout and inventory for Headquarters locations for internal corporate staff in collaboration with senior management.
• Support the Real Estate Asset Manager with planning for employee headcount growth across all corporate offices; reporting inventory, recommending re-organization for more efficient utilization, ect.

Maintenance & Repairs

• Proactively identify facility needs and coordinate timely repairs or improvements with property managers and external vendors.
• Manage vendor relationships for janitorial, HVAC, security, landscaping, and other contracted services.
• Oversee annual refreshes, including carpet cleaning, painting, and cosmetic updates.
• Manage operational expenses for facilities; forecasting budgetary needs and managing costs related to HVAC, parking, and access control.

FF&E & Inventory Management

• Monitor depreciation and update furnishings, fixtures, and equipment (FF&E) as needed.
• Direct procurement, ordering, and installation of replacement assets.
• Manage office supply budgets, inventory levels, and capital expenditures, in partnership with Finance.

Operational Support & Compliance

• Act as second escalation point for facility issues from Office Managers.
• Establish and enforce policies, procedures, and best practices for facility management.
• Coordinate safety and security measures, ensuring compliance with local regulations.

Project & Process Management

• Lead periodic facility improvement projects (e.g., lobby redesigns, security upgrades) through Facilities Operations team consisting of Assistant Facilities Manager, Facilities Coordinators, and Facilities Assistants.
• Document workflows, vendor playbooks, and preventive maintenance schedules.
• Track and report facility operating expenses versus budget to senior management.