Workplace Occupancy Coordinator

As a Workplace Occupancy Coordinator, you will join our on-site team and work alongside the occupancy and space planning lead at one of our client locations. In collaboration with the occupancy lead, you will collectively manage workplace CAFM/IWMS systems, support strategic and scenario planning activities, prepare monthly occupancy reporting using Excel and Power BI and assist with periodic field verification and office move activities. This position plays a critical role in helping ensure that our client’s headcount demand data is regularly updated and aligned with business objectives and strategic planning goals.

The position requires an on-site presence in Gaithersburg and Rockville, MD with occasional work from home opportunities.

You’ll be part of a team of MovePlan individuals who are committed to delivering high quality, value-added services and outputs to our clients.

You’ll support our client’s site operations team representing MovePlan as an embedded resource while creating meaningful relationships with the existing internal business partners and vendors

Your role will include, but not be limited to: 

• Maintain occupancy data, metrics, and dashboards

• Support monthly occupancy reporting, discovery and development

• Support scenario planning, block and stack planning

• Maintain and analyze supply/demand forecasts

• Monitor space utilization

• Support data collection activities including process improvement goals

• CAFM/IWMS system management

• Support asset tracking and management activities

• Move Coordination & Project Management Support

• Stakeholder Engagement & Communication

• General Project Administration

General  

• This role is within an existing team that provides occupancy and move support to our pharma-based client

• As an embeded resource, you will be part of a team who also supports workplace move and change management activities within a dynamic and collaborative environment

• Multi-building campus setting located in Gaithersburg, MD with more than 5,000 occupants

• You must be flexible, self-motivated and able to work with new teams and establish strong client relationships 

• You must be willing to work on-site

• You must be able to work occasional nights and weekends when moves are in progress

• Your work will require that you sometimes drive in between individual buildings to complete components of your daily activities

Skills - Essential 

You should have the following technical and professional skills:

• Experience working with complex data sets, analysis and report creation

• Experience creating or exposure to the preparation of occupancy reporting

• Experience managing or exposure to real estate CAFM systems and asset management software or strong familiarity/aptitude to learn

• Architectural or Space Planning Experience

• Experience working with complex data sets, analysis and report creation

• Highly proficient with Microsoft Excel, Power BI and the full Microsoft Office Suite of programs

• Experience and comfortability working with AI tolls such as ChatGPT, Claude or similar

• Experience with move coordination or event planning

• Understanding of and demonstrated active interest in workplace trends.

You should have proven experience and a successful track record with the following soft skills:

• Strategic & critical thinking mindset

• Problem solving mindset

• Adaptability and flexibility in work style and locations

• Strong organization and ability to manage multiple deadlines

• Self-motivated; demonstrating drive and initiative to set goals and achieve success independently

• Team oriented; works collaboratively and effectively in a team setting

• Proven ability to execute tasks with precision leading to high-quality results

• Strong oral and written communication skills

• Demonstrated leadership skills and ability to influence.

Skills - Desirable  

It would be favorable for you to have but is not required: 

• Experience in developing space plans

• Active membership within a professional organization like CoreNet, IFMA, CREW or similar

• Demonstrated negotiation and conflict resolution abilities

• Experience working within AutoCAD or similar programs

• Experience with or participation in process improvement activities

• Experience in planning and leading commercial real estate moves

• Experience preparing or delivering workplace strategies or organizational change management programs