Workspace Support Assistant

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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 2,000 mental healthcare providers and 19 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.

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.

• Coordinate & execute the ordering, delivery, and installation of furniture and décor.
• Support the Facilities Manager with ordering, tracking, accepting, and inventorying delivery of office supplies and capital expenditures for all office locations.
• Use appropriate software such as PowerPoint, CAD, Adobe, Smart Draw, Microsoft Project, and Excel to track progress and communicate effectively with stakeholders.
• Facilitate/execute small office space improvements, repairs, and office‑wide "refreshes."
• Accept office supply deliveries at HQ and maintain regular upkeep of the office space (water plants, proactively address broken equipment, manage kitchen cleaning schedule, etc.).
• Support with communication and relations with property managers, and support Office Managers in resolving facility issues.
• Support with emergency maintenance at off‑site office locations including onsite maintenance support and coordinating with vendors for repairs.
• Organize and fulfill requests for staff and provider gifts for a variety of occasions (i.e., birthdays, anniversaries, and corporate events).
• Support managers of other teams/departments with budgeting, planning, communicating and organizing various provider‑member and recruiting events.

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

• Discreet, tactful, emotionally intelligent with highly collaborative interpersonal skills.
• Communication with stakeholders.
• Previously demonstrated ability to communicate effectively.
• Scheduling and record‑keeping.
• Proficiency in Microsoft Office required.
• Excellent written and verbal skills with razor‑sharp accuracy and thoroughness in completing all tasks.
• Ability to work individually and in a team environment with a positive, outgoing attitude.
• Ability to work autonomously, with minimal supervision, manage your time responsibly, be accountable for meeting project deadlines and responsible for communicating updates.
• Ability to prioritize multiple streams of tasks with different scales of needs.
• Flexibility in daily priorities and the ability to learn new software & processes quickly.
• Strong organizational and problem‑solving skills.
• Passionate about design, attention to detail, communication, and client service.
• Experience in Adobe Creative Suite (specifically InDesign and Photoshop), and any CAD software is preferred.

Work will be performed mainly at 2 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.

• 75% coverage of health, dental, and vision…