Project Coordinator

Project Coordinator

Real Estate Project Planning & Development (PPD)

Partnering with Aquent, we are seeking a highly experienced professional to join a leading enterprise organization that plays a critical role in managing and optimizing commercial office environments. This organization is dedicated to fostering productivity and comfort for its employees through meticulous space planning and facilities management, supporting its strategic goals and enhancing the daily experience of its workforce.

The Project Coordinator supports the Real Estate
- Project Planning & Development (PPD) team, working closely with Architects, Planning Analysts, and Section Management to execute commercial space planning and workplace modification initiatives across company facilities. This role is responsible for managing and processing move/add/change (MAC) requests through the Maximo work management system, coordinating furniture and space reconfigurations, supporting commercial interior planning efforts, and ensuring timely execution of workplace adjustments.

The Project Coordinator plays a key role in optimizing commercial office environments to support employee comfort, productivity, and compliance with space and facilities standards. The ideal candidate understands commercial office space planning principles, is highly organized, customer-facing, and capable of managing multiple work streams in a fast‑paced, enterprise environment.

• Monitor, review, and process incoming service requests in Maximo (work management system).
• Route and assign work related to moves, furniture installations, signage, AC units, and related facilities modifications.
• Maintain tracking logs and spreadsheets for various job categories and ensure accurate ticket documentation, updates, and close‑outs.
• Ensure all communications and documentation reference applicable ticket numbers.
• Provide regular status updates to stakeholders and leadership.

• Support Architects and Planning staff to implement move/add/change (MAC) requests.
• Support space planning efforts by updating seat assignments, occupancy data, and layouts in the space management system.
• Print and distribute floor plans and drawings from the space database as needed.
• Review commercial office layouts to ensure space optimization based on occupancy requirements and design standards.
• Conduct floor walks to assess furniture condition, identify repair/replacement needs, and validate layout accuracy.

• Coordinate internal office moves across company locations (including 4 Irving Place and other facilities).
• Schedule and manage movement of furniture, equipment, and employee belongings.
• Assign and oversee work for moving teams (moves, shredding swaps, installation support, materials management).
• Coordinate with Facilities Operations for signage installation and related physical updates.
• Support XM1 furniture requests and related logistics.

• Communicate with customers, contractors, vendors, and various levels of management to clarify requirements and ensure alignment.
• Follow up on material orders, equipment deliveries, and installations.
• Meet with internal clients to understand workspace needs and provide guidance.
• Serve as a front‑facing representative of the PPD / Real Estate team.

• Create reports and summary tables based on space utilization, move activity, and work volume.
• Monitor moving team logs (daily/weekly), review timesheets, compile totals, and provide documentation for approval.
• Maintain organized digital and physical documentation (scanning, copying, filing).
• Provide general administrative and project support to planning and management staff.

• 2-5+ years of experience in project coordination, facilities coordination, space planning, architecture support, or commercial interiors.
• Experience working within a facilities, real estate, architecture, or corporate workplace environment.
• Familiarity with work order or ticketing systems (Maximo preferred).
• Understanding of commercial office space planning and workplace standards.
• Strong proficiency in…