Occupancy Planner

Overview

Job Title

Occupancy Planner

Job Description Summary

The Occupancy Planner is responsible for delivering tactical space planning expertise to support the effective management of supply, capacity, and demand across a client’s real estate portfolio. This role plays a key part in optimizing space utilization by developing layout options, reorganization strategies, and occupancy solutions that align with evolving business needs. Key responsibilities include managing day-to-day change requests, supporting project space planning, coordinating with stakeholders, and contributing to site strategy through space and occupancy analysis.

The Occupancy Planner also ensures the integrity of space data, including CAD floor plans, and provides utilization metrics to inform strategic decision-making. This role requires strong analytical skills, attention to detail, and the ability to collaborate across teams to deliver efficient, data-driven space solutions that enhance workplace functionality and employee experience.

• Develop and maintain site-level occupancy plans, including headcount forecasts, seat supply projections, stacking plans, and scenario modeling.
• Coordinate and manage weekly small/large group moves and monthly site-to-site relocations in partnership with Facilities and Project Management teams.
• Implement move plans in accordance with approved occupancy strategies and adjust plans as business needs evolve (e.g., mergers, acquisitions, reorganizations).
• Conduct site surveys, floor plan audits, and data collection to ensure space data accuracy and compliance with client standards.
• Maintain and update CAFM/IWMS systems (e.g., iOffice, TRIRIGA), including CAD floor plans and space allocation data.
• Facilitate neighborhood planning sessions, move meetings, and town halls to support change management and communication efforts.
• Provide space utilization analysis and reporting, including trends in hiring, terminations, vacancy, and forecast accuracy.
• Collaborate with key stakeholders to align space planning with business objectives and operational requirements.
• Recommend process improvements and innovations to enhance service delivery, cost efficiency, and data integrity.
• Ensure adherence to client playbooks, policies, and space planning standards.

• Analytical Thinking: Ability to interpret space data and develop actionable planning strategies.
• Communication: Strong verbal and written communication skills for engaging stakeholders and presenting findings.
• Client Focus: Builds trust and maintains strong relationships with internal and external partners.
• Attention to Detail: Ensures accuracy in data management, reporting, and documentation.
• Problem Solving: Identifies space-related challenges and develops creative, data-driven solutions.
• Collaboration: Works effectively within cross-functional teams to deliver integrated workplace solutions.
• Adaptability: Responds effectively to changing priorities and business needs.

Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be:

Bachelor’s degree in Architecture, Interior Design, Facilities Management, Real Estate, Construction Management, or a related field; or 10+ years of relevant experience.

Minimum of 5-7 years of experience in occupancy planning, space management, or corporate real estate.

No specific certifications required, but credentials in CAFM systems, AutoCAD, or facilities management (e.g., IFMA, Core Net) are advantageous.

• Proficient in AutoCAD and CAFM/IWMS platforms (iOffice preferred; TRIRIGA a plus).
• Advanced skills in Microsoft Excel (including Pivot Tables, Index/Match) and business intelligence tools (Power BI, Tableau).
• Strong understanding of space planning principles, workplace strategy, and utilization metrics.
• Ability to read and interpret architectural drawings and floor plans.
• Experience managing move coordination and service requests.
• Strong organizational, analytical, and problem-solving skills.
• Abi…