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Description
Position OverviewThe Project Manager, Real Estate and Facilities, is a critical role responsible for driving operational excellence across Intercare's multi-site operations. Reporting directly to the Senior Managing Director (SMD) of Real Estate & Field Operations, this position balances responsibilities across three key areas: new center development and relocations, facilities management, and process improvement initiatives. The Project Manager will oversee projects end-to-end, ensuring strict adherence to deadlines, proactive communication of blockers, and alignment across cross-functional teams.
This individual will leverage advanced project management tools (such as Smartsheet, Jira, Salesforce, and a facilities ticketing system) to ensure visibility, accountability, and timely delivery of critical initiatives. The ideal candidate is highly organized, an exceptional communicator, and thrives in managing complex, multi-site operational projects.
Compensation / Salary: $90,000-$98,000 annually
Reports to: SMD Real Estate and Field Ops
Ideal Location: California
Travel: Regular travel required to support site surveys, construction, new center openings, and existing site audits.
Key Responsibilities Real Estate & New Center Development :- Support real estate processes including site tours and site surveys, due diligence (zoning, signage restrictions, parking ratios), lease negotiations, and facilitation of lease documents (LOIs, lease drafts, amendments, and execution) with brokers, landlords, and legal.
- Manage new center setup (furniture, signage, IT, utilities, vendor services) remotely and on-site, including travel to new sites for setup and grand openings.
- Coordinate vendor deliveries, installations, and schedules to ensure timely launches.
- Oversee construction and tenant improvement projects, coordinating with landlords, general contractors, and architects on scope, permits, budgets, and schedules.
- Create floorplans and space plans for new and relocating centers, partnering with Clinical Operations and local Field Ops teams to align layouts with clinical and operational needs.
- Plan and manage center relocations, including move logistics, setup, and minimizing disruption to clinical services.
- Track milestones and critical dates (lease execution, permits, construction, IT, licensing) to ensure new centers open on schedule.
- Maintain lease abstracts and track critical dates for the existing portfolio (renewals, options, expirations, rent escalations)
- .Act as the primary point of contact between landlords, contractors, and internal teams.• Facilitate alignment between Real Estate, Facilities, IT, Finance, Operations, and Clinical functions for new center openings.
Facilities Management: - Source, negotiate, and set up new vendor contracts, and manage ongoing vendor relationships and recurring maintenance contracts, including bids, pricing, renewals, and performance.
- Manage intake and prioritization of facilities requests through the facilities ticketing system, and oversee work orders and vendor follow-up to ensure timely resolution.
- Escalate unresolved maintenance or repair delays to leadership.
- Serve as the escalation point for facility emergencies (e.g., leaks, power outages, security incidents), coordinating vendors and communicating with center leadership.
- Manage facility safety programs across centers, including scheduling and conducting safety inspections (fire/life safety, emergency preparedness, ADA), tracking corrective actions, and maintaining compliance documentation.
- Partner with Clinical Operations, local Field Ops teams, and center leadership to manage facilities layouts and ensure spaces are appropriately utilized and maintained.
Operations Process Improvement: - Manage departmental projects and initiatives that may overlap with School Services and Behavioral Health service lines.
- Assign clear deliverables and deadlines, proactively communicating blockers and ensuring accountability.
- Lead projects supporting performance improvement of individual locations, ensuring clear tracking of Objectives and Key Results.
Systems & Data Management: - Build and maintain templates in Smartsheet and other project management platforms (e.g., Jira) for project timelines and progress tracking.
- Create and maintain SOPs, standardized processes, and project budgets for real estate, new center openings, relocations, facilities, and safety, tracking spend against budget.
- Manage dashboards to monitor KPIs and operational goals for assigned projects and center portfolio.
- Ensure appropriate tools are leveraged for communication and cross-team alignment (e.g., Salesforce).
Qualifications and Skills Required:
- Bachelor's degree in business, operations, project management, or related field.
- 5+ years of project management experience, preferably in multi-site operations.
- Demonstrated expertise in using project management tools such as Smartsheet, Jira, or equivalent platforms, as well as facilities ticketing or work order systems.
- Strong organizational and time-management skills, with a proven record of meeting strict deadlines.
- Excellent written and verbal communication skills, with the ability to proactively communicate risks and blockers.
- Experience coordinating across diverse stakeholder groups, including real estate, facilities, IT, finance, and clinical teams.
- Strong analytical skills with the ability to interpret KPIs and operational performance metrics.
- Valid driver's license and ability to travel regularly to sites, including on-site inspections and setup.
Preferred:
- Experience in real estate, construction, facilities management, or healthcare operations.
- Experience developing and managing project and facilities budgets.
- Knowledge of data dashboards (e.g., Tableau) and CRM platforms (e.g., Salesforce).
- Experience with floorplan or space-planning tools (e.g., Floorplanner).
- Six Sigma Certification.
- Experience negotiating vendor contracts and knowledge of workplace safety and compliance requirements (e.g., OSHA, fire/life safety, ADA).
