Workplace Occupancy Planner & Move Coordinator

Overview

Occupancy Planning & Space Strategy• Data-Driven Strategy: Analyze portfolio utilization data, headcount demand, and capacity metrics (1 to 3-year horizon) to forecast supply, identify cost savings, and recommend efficient space allocation strategies.• System Management: Maintain and manage Waters’ space utilization software (OfficeSpace), and IBM Maximo work orders to ensure seating and layouts are continually up to date.• As-Built Documentation: High-fidelity management of AutoCAD libraries, ensuring proper version control and conducting field verifications to ensure drawings reflect exact facility conditions.• Audits & Compliance: Lead routine space walks, site audits, and reviews to enforce global Workplace Guidelines, resolve headcount discrepancies, and maximize space efficiency.• Wayfinding & Signage: Oversee all interior and exterior directional signage (maps, lab signs, directories, nametags) globally and manage vendor relationships with signage providers.

Responsibilities

Move Management & Project Execution• Relocation Delivery: Plan, schedule, and execute everything from individual weekly requests to partnering with Workplace Design Lead on complex, floor-by-floor office relocations and corporate restacks with minimal business disruption.• Milford Operations: Directly manage all internal Milford moves, including space assignments, move phasing, supply distribution, and partnering closely with IT and external moving vendors.• Project Administration: Proactively handle change orders and monitor vendor delivery against service quality standards.• Furniture & Asset Management: Manage furniture layouts for moves, coordinate installations, perform inventory audits, and manage post-move punch lists. Oversee and maintain basement storage facilities, ensuring safety and fire compliance.• Global Systems Integration: Partner with the Security team to integrate and validate badge access data into facilities workflows. Manage training requirements for OfficeSpace software and upgrades across large international sites.

 

Change Management & Stakeholder Collaboration• Communication: Facilitate move meetings and prepare clear cross-functional announcements to ease transitions for impacted groups.• Client Advisory: Act as the primary liaison between employees and the Facilities team, gathering business requirements and setting realistic expectations for occupancy solutions.• Ergo Assessments: Manage coordination of ergo assessments with onsite PT partners. Work with furniture vendors for all ergo furniture orders as needed.

Qualifications

 

Required Technical & Professional Skills• Advanced AutoCAD or Revit Proficiency: Proven capability in creating and modifying detailed architectural, furniture, and space planning drawings alongside Adobe Acrobat. Experience with Bluebeam is a plus.• Software Literacy: Proficiency in CAD/CAFM/IWMS technology equipped with move management modules, alongside Microsoft Office Suite (advanced Excel, PowerPoint, and MS Project).• Industry Standards: Practical experience measuring, allocating, and analyzing corporate space.

 

Required Qualifications• 6+ years’ operating as an occupancy planning consultant or manager within a large, matrixed global corporate footprint.• Background using advanced data analytics and reporting tools to evaluate space utilization.• Familiarity with current workplace layout methodologies, agile environments, and industry best practices.

• Bachelor’s degree required.

 

Physical & Logistical Requirements• Must be comfortable working outside standard business hours (evenings/weekends) during major relocation execution windows.• Physical capability to walk long distances across campuses, stand for extended periods, and navigate tight spaces (stoop, kneel, crouch, crawl).• Ability to regularly lift/carry 25 lbs., and occasionally assist with moving items between 10 – 50 lbs.