Workplace Occupancy Planner & Move Coordinator

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 (Office Space), 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.

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 Office Space 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.

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…