Facilities / Space Planning Coordinator

Job Title: Coordinator, Space Planning

Location: Universal City, CA

Job Type: Contract-to-Hire (1 Year)

Employment Type: W-2 Only

Openings: 1

The Space Planning Data Specialist supports the Space Planning team by managing facilities systems, reporting, and scheduling. This role is critical in supporting space planning and office moves across the organization.

• 2-3 years of experience and a Bachelor's degree in a related field
• Highly organized and able to handle a heavy workload
• Extremely motivated, able to work with minimal supervision, and capable of multitasking
• Detail-oriented self-starter with strong communication skills
• Strong knowledge of Microsoft Word, Excel, and PowerPoint
• Strong written and verbal communication skills
• Ability to manage multiple priorities and keep stakeholders informed
• Self-starter who can work independently and find solutions
• Excellent attention to detail and ability to manage schedules and deadlines
• Strong organizational and analytical skills
• Tech-savvy and able to quickly learn new tools
• Positive attitude and strong interpersonal skills

• Maintain office space data and floor plan information in space management systems
• Work with AutoCAD engineers to update floor plans
• Compile reports and metrics for executive dashboards
• Provide reports to leadership including CFO, Business Quality, and SVP Facilities
• Perform audits and site surveys to ensure data accuracy
• Manage updates related to billing, onboarding, terminations, and relocations
• Coordinate with Finance and business units on space billing updates
• Build and manage billing hierarchies
• Prepare and distribute weekly move schedules
• Coordinate office moves and space planning activities
• Assist employees during moves (including box drops and on-site support)
• Take photos of office spaces for documentation
• Update floor plans using Arcadis/Archibus
• Maintain move matrices in Excel
• Track work scopes using Airtable
• Cover general coordinator duties when needed (maintenance tickets, lighting requests, restroom issues, etc.)
• Collaborate with teams across Facilities, HR, Tech Ops, Telecom, and Finance
• Coordinate office refresh projects (furniture, paint, electrical, etc.)
• Lead and support office moves of varying size and complexity
• Track projects in shared systems for visibility and reporting
• Work with vendors and internal teams to ensure smooth execution
• Troubleshoot issues and maintain clear communication throughout projects
• Coordinate with IT and Telecom to set up workstations
• Work with building management, security, and cleaning teams
• Use ticketing systems for daily operations
• Support tenant billing tools and systems (including Sphere)
• Provide occupancy and capacity reporting
• Manage maintenance zones and track work orders
• Prepare and distribute reports and notifications
• Conduct space walkthroughs with stakeholders
• Reset office spaces after move-outs
• Manage art inventory and assist with ordering

Team Structure:

• Director of Workplace Services
• Manager of Office Services
• Coordinators (Home Entertainment, TV Department)

Top Skills:

What Makes Someone Successful:

• Flexible and adaptable
• Handles changing priorities well
• Willing to learn
• Thrives in a fast-paced environment

Interview Process:

• Initial phone screen
• Resume review and shortlisting