Mindful Support Services
Facilities Operations Manager
Mindful Support Services, Mountlake Terrace, Washington, United States, 98043
Job Overview
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 include project management, inventory management, and relationship management. The ideal candidate will have experience 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 to develop annual budgets, schedule vendors, and obtain cost approvals. Serve as the primary liaison with property managers for ongoing facility matters. Maintain accurate facility records, inventories, and compliance documentation. Manage corporate workstation layout and inventory for Headquarters locations in collaboration with senior management. Support planning for employee headcount growth across all corporate offices; report inventory and recommend re-organization for efficient utilization. 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 and forecast budgetary needs 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 the Facilities Operations team. Document workflows, vendor playbooks, and preventive maintenance schedules. Track and report facility operating expenses versus budget to senior management. Qualifications
Bachelor's degree and 3-4 years of experience in facilities, property, or operations management (or equivalent). Proven background managing vendors, budgets, and multi-site operations. Expertise in asset & inventory management. Core Competencies
Collaborative, interpersonal skills; excellent written and verbal communication with accuracy and attention to detail. Strong organizational, communication, and problem-solving abilities. Effective vendor and contractor management; scheduling, record-keeping, and project progress reporting. Budgeting, cost tracking, and preventive maintenance planning; policy and procedure development; cross-team coordination. Ability to work autonomously, manage competing priorities, and meet deadlines. Proficiency in Microsoft Office; familiarity with Adobe Creative Suite and CAD software preferred. Passion for design, detail, client service, and continuous improvement; willingness to travel as needed. Work Environment
Work will be performed mainly at Mindful Support Services' Headquarters, with work at office locations and off-site venues for specific projects and events as needed. Up to 30% travel. 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. 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 Salary Range: $80,000 - $110,000 annually. The upper end of this range reflects total compensation, which includes base salary and performance-based bonus. We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Applicants from all fields are encouraged to apply. Background check required. It is a conflict of interest for an employee of Mindful Support Services to be a current client of Mindful Therapy Group. We request that individuals who are receiving clinical services at Mindful Therapy Group wait until their care is discontinued before beginning employment. Seniority level
Mid-Senior level Employment type
Full-time Job function
Other
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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 include project management, inventory management, and relationship management. The ideal candidate will have experience 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 to develop annual budgets, schedule vendors, and obtain cost approvals. Serve as the primary liaison with property managers for ongoing facility matters. Maintain accurate facility records, inventories, and compliance documentation. Manage corporate workstation layout and inventory for Headquarters locations in collaboration with senior management. Support planning for employee headcount growth across all corporate offices; report inventory and recommend re-organization for efficient utilization. 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 and forecast budgetary needs 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 the Facilities Operations team. Document workflows, vendor playbooks, and preventive maintenance schedules. Track and report facility operating expenses versus budget to senior management. Qualifications
Bachelor's degree and 3-4 years of experience in facilities, property, or operations management (or equivalent). Proven background managing vendors, budgets, and multi-site operations. Expertise in asset & inventory management. Core Competencies
Collaborative, interpersonal skills; excellent written and verbal communication with accuracy and attention to detail. Strong organizational, communication, and problem-solving abilities. Effective vendor and contractor management; scheduling, record-keeping, and project progress reporting. Budgeting, cost tracking, and preventive maintenance planning; policy and procedure development; cross-team coordination. Ability to work autonomously, manage competing priorities, and meet deadlines. Proficiency in Microsoft Office; familiarity with Adobe Creative Suite and CAD software preferred. Passion for design, detail, client service, and continuous improvement; willingness to travel as needed. Work Environment
Work will be performed mainly at Mindful Support Services' Headquarters, with work at office locations and off-site venues for specific projects and events as needed. Up to 30% travel. 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. 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 Salary Range: $80,000 - $110,000 annually. The upper end of this range reflects total compensation, which includes base salary and performance-based bonus. We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Applicants from all fields are encouraged to apply. Background check required. It is a conflict of interest for an employee of Mindful Support Services to be a current client of Mindful Therapy Group. We request that individuals who are receiving clinical services at Mindful Therapy Group wait until their care is discontinued before beginning employment. Seniority level
Mid-Senior level Employment type
Full-time Job function
Other
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