Project Manager - Mountlake Terrace, WA

About Mindful Support Services

We are a business-to-business support service for independent mental healthcare businesses, which helps providers service a growing client base. We provide administrative and organizational services to simplify the processes of lead‑generation, marketing, billing, and collecting payments from patients and insurers. Our teams currently support over 2,000 independent mental health providers, who serve over 20,000 clients per week across Washington, Oregon, Nevada, Arizona and Colorado.

We have built the Mindful Therapy Group brand from the ground up with years of dedication to solving the complex processes of the mental 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 Project Manager will work collaboratively with team members, contractors, and vendors in leading big‑picture projects which contribute to the goals of the company. This role coordinates and executes a wide variety of complex projects – including major systems migrations and implementations – which contribute to the growth and development of the business. Duties will include a variety of project administration, coordinating communications, and leadership with project planning and execution.

This role reports to the Senior Project Manager. This is a full‑time position.

• Lead as the main point of contact for projects and initiatives across the company including software implementation and migration, developing and adapting custom technology solutions, and other initiatives which aid in the growth and efficiency of the business.
• Lead vendor governance (SOW change logs, deliverable acceptance, cost/variance tracking, and invoice audits)
• Own cross‑system integration plans for CRM/EHR/Systems Integrations/Projects
• Coordinate technical standards with specialists, engineering, vendors, and stakeholders while maintaining documentation and review gates.
• Develop and execute project plans and schedules, including defining project scope, goals, and deliverables with oversight & guidance from the Senior Project Manager.
• Anticipate resources needed to reach project goals, propose resource allocations to the Senior Project Manager & Director of Operations, and coordinate resources in a time & cost‑effective manner.
• Communicate effectively and efficiently with a variety of internal stakeholders, including members of the Executive Team.
• Collaborate with vendors on cross‑departmental projects, audit invoices for accuracy, and hold vendors accountable for quality of work and meeting deadlines.
• Submit weekly reporting to key stakeholders on the status of major projects; highlighting complete milestones, immediate roadblocks, and next steps.
• Identify and mitigate project risks, resolving issues as they arise to keep projects on track.
• Collaborate with the Senior Project Manager to manage project budgets and assist with budget proposals as it relates to developing business workflows/tools/resources, and any other large, inter‑department projects.
• Develop, analyze, and report project success metrics, ensuring that both short‑ and long‑term project goals are met. Report findings to key stakeholders.
• Ensure that projects are thoughtfully handed off to key stakeholders upon completion, with clear delineation of ongoing responsibility, and thorough documentation of SOPs.
• Conduct post‑project evaluations to identify areas of improvement and implement changes for future projects.

• Demonstrated ability to manage analytics/data projects
• Strong vendor management acumen
• Fluency in change management and SOP creation
• Experience with project management tools, like Asana.
• Experience with EHR systems, or comparably complex business management tools is strongly preferred.
• Experience with Customer Relationship Management (CRM) systems. Experience managing and/or implementing a CRM system.
• Experience with automation tools (i.e., Zapier, Microsoft Flow, etc.).
• Expert proficiency in Microsoft Office suite (Excel, Word, SharePoint, etc.) required.
• Strong problem solving and critical thinking…