Workplace & Space Planner

Position Summary

The Workplace & Space Planner is responsible for the planning, design coordination, and ongoing management of space utilization at our corporate headquarters housing 750+ employees. This role serves as the primary point of contact for all space-related decisions, translating business needs into efficient, functional, and engaging workplace solutions. The ideal candidate balances data-driven space analytics with a strong understanding of employee experience and operational efficiency.

Key Responsibilities

Space Planning & Design

• Develop, maintain, and optimize comprehensive space plans for the corporate headquarters using CAD/BIM and CAFM/IWMS platforms
• Translate headcount projections, departmental growth plans, and workforce strategies into actionable floor plan configurations
• Coordinate interior space design concepts with external architects, interior designers, and project managers
• Support space allocation processes including seat assignments, neighborhood planning, and hoteling/hybrid workspace strategies
• Assist with moves, adds, and changes (MAC) for headquarters employees, ensuring minimal disruption to business operations

Space Data & Analytics

• Maintain accurate, real-time space inventory and occupancy data within the CAFM/IWMS system
• Produce regular utilization reports, occupancy dashboards, and space efficiency analyses to inform leadership decisions
• Benchmark space performance against industry standards and identify opportunities to improve density, collaboration, and flexibility
• Provide data-driven recommendations for space consolidation, reconfiguration, or expansion

Stakeholder Collaboration

• Partner with HR, IT, Finance, and Business Unit leaders to anticipate headcount changes and align space plans with organizational needs
• Serve as the primary point of contact for department heads navigating space requests, team relocations, and workplace needs
• Collaborate with the IT and AV teams to ensure technology infrastructure aligns with space design (conference room tech, power, connectivity)
• Support leadership with scenario planning and "what-if" analysis for potential real estate transactions or organizational restructuring

Project Coordination

• Coordinate small-to-mid-scale renovation and reconfiguration projects from scope definition through completion
• Coordinate with contractors, furniture vendors, and building management to execute space projects on time and within budget
• Maintain project tracking logs and communicate status updates to stakeholders throughout project lifecycle

Standards & Compliance

• Develop and enforce space planning standards, furniture standards, and workplace guidelines aligned with company brand and culture
• Ensure all space plans comply with ADA, building codes, fire egress requirements, and OSHA workplace regulations
• Maintain up-to-date as-built drawings and floor plan documentation

Qualifications

Education

• Bachelor's degree in Interior Design, Architecture, Urban Planning, Facilities Management, or a closely related field required
• NCIDQ certification, LEED AP, or CFM (Certified Facility Manager) designation preferred

Experience

• 3+ years of related experience in corporate space planning, workplace design, or facilities management
• Demonstrated experience managing space for a large-scale corporate environment (500+ employees preferred)
• Proven track record managing MAC processes in a fast-paced, dynamic organization
• Experience with hybrid workplace strategy development is highly desirable

Technical Skills

• Technology Proficiency in AutoCAD, Revit, or other systems for space planning
• Proficiency in Microsoft Office Suite including Excel (pivot tables, data analysis), PowerPoint, and Teams
• Familiarity with space utilization sensors or badge-based occupancy analytics tools is a plus
• General understanding of building systems (HVAC, electrical, structured cabling) as they relate to space planning

Core Competencie s

• Analytical Thinking - Ability to interpret complex data sets and translate insights into strategic recommendations
• Communication - Strong written and verbal skills; ability to present plans and proposals to senior leaders
• Project Management - Organized, detail-oriented, and capable of managing multiple projects with competing deadlines
• Relationship Building - Collaborative approach with the ability to influence without authority across departments
• Problem Solving - Creative and resourceful in identifying space solutions within real constraints (budget, footprint, timeline)

Working Conditions

• Office-based role at corporate headquarters; on-site presence required minimum 4 days per week
• Occasional after-hours availability required for large move events or critical project milestones
• Minimal travel to other company locations as needed (estimated <10%)