Project Coordinator- Facilities & Space Planning Coordinator

Project Coordinator - Facilities & Space Planning Coordinator (New York, NY) | Pay: $35.00 - $42.00 per hour Job Summary

The Project Coordinator supports the Real Estate Project Planning & Development (PPD) team in managing and executing commercial space planning and workplace modification initiatives across corporate facilities. This role is responsible for coordinating move/add/change (MAC) requests, supporting office space reconfigurations, and ensuring timely completion of workplace adjustments in collaboration with Architects, Planning Analysts, Facilities teams, and internal stakeholders. The position requires strong organizational skills, attention to detail, and the ability to manage multiple concurrent work streams in a fast‑paced, customer‑facing enterprise environment.

• Monitor, review, and process incoming move/add/change (MAC) requests in the Maximo work management system
• Route, assign, and track work orders related to office moves, furniture installations, signage, and facilities modifications
• Maintain accurate tracking logs, spreadsheets, and documentation for all work requests, updates, and closeouts
• Provide regular status updates to stakeholders, leadership, and internal clients
• Support Architects and Planning teams with implementation of space planning changes and workplace layouts
• Update seating assignments, occupancy data, and floor plans within space management systems
• Print and distribute floor plans and workspace drawings as needed
• Conduct floor walks to assess workspace conditions, furniture needs, and layout accuracy
• Coordinate internal office moves, including scheduling furniture, equipment, and employee relocations
• Oversee coordination with moving teams, vendors, and Facilities Operations for execution of work
• Track and manage materials, equipment orders, and installation timelines
• Ensure all work orders and communications reference correct ticket numbers
• Create reports, summaries, and data tracking tools related to space utilization and move activity
• Monitor moving team logs, timesheets, and work activity for reporting and approval
• Meet with internal customers to gather requirements and provide updates on project status
• Provide administrative support including documentation, scanning, copying, and filing
• Ensure compliance with workplace standards, space planning guidelines, and operational procedures

• 2-5+ years of experience in project coordination, facilities coordination, space planning, real estate operations, or related corporate environment
• Experience working with work order or ticketing systems (Maximo preferred)
• Strong understanding of commercial office space planning and workplace operations
• Proficiency in Microsoft Excel, including data tracking, reporting, and pivot tables preferred
• Proficiency in Microsoft PowerPoint and general Microsoft Office tools
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast‑paced environment
• Strong attention to detail and organizational skills
• Ability to work effectively with internal customers, vendors, and leadership
• Ability to interpret floor plans, occupancy data, and space utilization information
• Customer‑facing experience with strong professional presence

• High school diploma or equivalent required
• Associate or bachelor's degree in business administration, facilities management, architecture, or related field preferred

• Experience in facilities coordination, workplace planning, real estate operations, or administrative/project support in a corporate environment required or strongly preferred

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

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