Facilities Assistant

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 1,700 mental healthcare providers and 15 locations 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 Assistant will work collaboratively with team members, contractors, vendors, property managers, and other departments in the company to contribute to both big-picture projects and daily tasks. Duties will include a variety of inventory management, assisting with project planning and execution, and providing onsite support at our two headquarter locations and some satellite locations. The ideal candidate will have experience working in a team setting with a service-first mindset, with a bonus in experience working with property management and contractors. This is a full-time position. 

Responsibilities

• Assist with facets of launching new locations; supporting with space planning, vendor coordination & communication, asset procurement, and coordinating with key stakeholders to ensure smooth project execution. 
• Coordinate & execute the ordering, delivery, and installation of furniture and décor. 
• Create and maintain documentation for build-out processes; including updating, tracking, and cataloguing to ensure project organization. 
• Utilize software such as PowerPoint, Outlook, Adobe, SmartDraw, Microsoft Project, and Excel to track progress and communicate effectively with stakeholders. 
• Support the Assistant Facilities Manager with ordering, tracking, accepting, and inventorying delivery of office supplies and capital expenditures for all office locations. 
• Facilitate/execute small office space improvements, repairs, and office-wide “refreshes”. 
• Maintain regular upkeep of the Headquarters office spaces (water plants, proactively address broken equipment, manage kitchen cleaning schedule etc.) 
• Participate in an on-call rotation to provide 24/7 support for facility-related emergencies, ensuring timely and effective resolution of issues to maintain operational continuity. 
• Assist with organizing and coordinating corporate events including logistics, budget management, vendor selection and coordination, delegating responsibilities, managing invitations, creating event collateral, procuring event materials and creating event communications.  
• Uphold and enforce policies, procedures, and best-practices for facility management with Office Managers, Provider Support Staff, and the Operations Department; and assist the Assistant Facilities Manager with establishing and implementing new policy updates. 
• Assist in process improvements around facility inventory, office space management, ordering & repairs in coordination with the Facilities Manager, Regional & Area Managers and Office Managers.

Requirements

• Moderate lifting is occasionally required (up to 50 lbs.) 
• A personal vehicle is required due to travel between worksites or other locations; mileage is reimbursed at the current federal rate on a quarterly cadence. 

Core Competencies

• Discreet, tactful, emotionally intelligent with highly collaborative interpersonal skills. 
• Ability to communicate effectively with vendors from various industries (I.e. construction, IT, design, architecture, etc.) 
• Scheduling and record-keeping 
• Proficiency in Microsoft Office required 
• Excellent written and verbal skills with attention to detail while completing all tasks 
• Ability to work individually and in a team environment 
• Ability to work autonomously, with minimal supervision, manage your time responsibly and be accountable for meeting deadlines 
• Flexibility in daily priorities and the ability to learn new software & processes quickly. 
• Strong organizational and problem-solving skills 
• Passionate about design, communication, and client service 

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 even