Occupancy Planning Specialist V

Job Summary

Leads the development and translation of multi-site and/or complex space planning options and alternatives with consideration of planning issues and business space requirements for initiatives and projects.

Manages cross-functional relationships with clients, vendors, and internal team members to address complex client needs/requests, provide information to clients on planning and space policies/standards, procedures, protocols, and compliance, and promote customer service and strong client relationships.

Drives and recommends solutions for continual process improvement, the development and integration of space management tools and processes, and the independent application of strategies to implement the workplace occupancy program. Manages or supports program delivery and project implementation within timelines, budgets, and scope while evaluating variances.

Ensures data management, maintenance, and reporting while addressing end user issues/conflicts and adherence to established procedures, guidelines, and policies across the region.

Essential Responsibilities

• Promotes learning in others by communicating information and providing advice to drive projects forward; builds relationships with cross-functional stakeholders. Listens, responds to, seeks, and addresses performance feedback; provides actionable feedback to others, including upward feedback to leadership and mentors junior team members. Practices self-leadership; creates and executes plans to capitalize on strengths and improve opportunity areas; influences team members within assigned team or unit. Adapts to competing demands and new responsibilities; adapts to and learns from change, challenges, and feedback. Models team collaboration within and across teams.
• Conducts or oversees business-specific projects by applying deep expertise in subject area; promotes adherence to all procedures and policies. Partners internally and externally to make effective business decisions; determines and carries out processes and methodologies; solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Develops work plans to meet business priorities and deadlines; coordinates and delegates resources to accomplish organizational goals. Recognizes and capitalizes on improvement opportunities; evaluates recommendations made; influences the completion of project tasks by others.
• Promotes customer service and client relationships by: Driving enforcement and providing information on planning and space policies/standards, procedures, protocols, and compliance at a site-specific and/or multi-site level while resolving issues; managing cross-functional relationships with clients, vendors, and internal team members to ensure the resolution of complex client needs/requests while providing guidance and mentorship to junior team members; and developing and implementing approaches and recommendations for effective working relationships, as well as negotiating services provided by internal team members and managing external partner-vendor relationships to foster productive collaborations and achieve organizational objectives.
• Ensures accurate reporting by: Maintaining, validating, and using space and occupant database information and utilization data to produce accurate space supply and demand metrics across the region; and receiving, communicating, and coaching on end user issues/conflicts with program guidelines and policies, while facilitating collaboration to identify and implement solutions within current guidelines and policies, and suggesting programmatic changes.
• Engages in continual process improvement by: Developing process improvements, internal efficiencies, and methods of control in order to lessen the impact of resources and cost; identifying and recommending changes in space planning process to develop scenarios and reports and facilitate quick and smooth operations; and independently applying strategies to implement the workplace occupancy program while identifying and proposing changes to program components.
• Manages or supports program delivery and project implementation by: Receiving project requests and evaluating site-specific and/or multi-site project plans in collaboration with the business unit representative or project team while providing guidance to personnel to ensure alignment with occupancy program and regulatory requirements and space committee approval; analyzing space opportunities, preparing alternative scenarios and options, and creating integrated meeting content for new initiatives, renovation projects, and project moves; and proactively monitoring and tracking timelines, costs, and scope of projects and evaluating variances.
• Ensures space planning by: Leading the development of multi-site and/or complex planning strategies and recommending solutions to resolve customer planning issues; summarizing findings of multi-site and/or complex business space requirements to inform planning strategies; and presenting and translating multi-site and/or complex planning options and alternatives to ensure that all scenarios maximize use of space while guiding and mentoring more junior team members.