Workplace Occupancy Planner

Job Description : Workplace Occupancy Planner

Role summary

Support GRE Leads and Business stakeholders to provide tactical workplace solutions. Own day-to-day occupancy/vacancy management, intake and coordination of real estate requests, and delivery tracking across internal partners to meet business needs, enable “future of work,” return-to-office and portfolio optimization initiatives.

Key responsibilities (grouped)

1) Business request intake & solution coordination

• Own the intake, triage, routing, and tracking of business real estate requests to the right fulfillment teams.
• Scope requirements with business and internal GRE teams; coordinate necessary governance and approvals.
• Consolidate occupational space requirements and partner with space planning / fit-out teams to deliver approved solutions.
• Coordinate with partnering teams (e.g., Security, Technology, Events) to ensure integrated, end-to-end proposals.

2) Project reporting & controls

• Drive execution discipline: run coordination calls, document minutes/actions, maintain RAID (risks/issues/dependencies), and keep systems updated so delivery stays on track.
• Maintain project records and ensure procedural compliance and governance.
• Track approved project budgets and update required systems.

3) Occupancy, vacancy & demand planning

• Monitor and actively manage occupancy and vacancy levels; ensure clear reporting and stakeholder visibility.
• Access and analyze headcount and occupancy data to support workplace strategy and decision-making.
• Support in developing occupancy scenarios and plans based on space supply/demand, constraints, and business requirements.
• Perform portfolio analysis to identify options that meet business needs (e.g., re-stack, backfill, consolidation, swing space).

4) Data quality & financial/chargeback alignment

• Perform system updates to maintain data accuracy across occupancy, vacancy, and space records.
• Ensure space chargebacks are accurate; investigate and resolve mismatches between occupancy records and chargeback outputs.

5) Moves & change support

• Support Moves and Change programs, including coordination, readiness tracking, and stakeholder communications as needed.

Skills & experience

Core experience

• Workplace/space planning, occupancy & vacancy management, portfolio analytics, or corporate real estate operations experience.
• Demonstrated experience coordinating small-to-medium workplace initiatives end-to-end (intake → approvals → delivery → closure).

Analytical & systems capability

• Strong skills in headcount/occupancy data analysis, scenario planning, and translating data into actionable recommendations.
• Working knowledge of workplace/space systems (e.g., space/occupancy databases, request or ticketing workflows) and strong data hygiene mindset.

Project & stakeholder management

• Strong cross-functional coordination skills in a matrixed environment; able to drive actions with multiple internal partners.
• Clear, structured project reporting (status, risks, dependencies, milestones) and excellent follow-through.

Communication & execution

• Strong written and verbal communication; able to document decisions, minutes, and action plans crisply.
• Highly organized, detail-oriented, and comfortable managing multiple concurrent requests with competing priorities.

Tools

• Proficiency in Excel (analysis, pivots/lookups), PowerPoint, Word; Visio (or similar) for layouts/process mapping is a plus. Strong orientation to use AI and other tools.