Workplace Occupancy Planner

About the role

The Workplace Occupancy Planner is responsible for coordinating workplace occupancy planning activities, employee moves, and space management initiatives across multiple campus buildings supporting a large multi-building campus population. This role serves as a key operational partner responsible for maintaining accurate occupancy data, supporting workplace planning strategies, coordinating complex move activities, and delivering a positive employee experience during workplace transitions. Success in this role requires strong organizational and project coordination skills, exceptional attention to detail, proactive problem-solving, and the ability to manage competing priorities in a dynamic environment. The ideal candidate combines a customer-centric approach with the confidence to establish structure, communicate constraints, and guide stakeholders toward effective solutions. What Your Impact Will Be: Occupancy Planning & Space Management Maintain accurate occupancy, seat assignment, and space utilization data across multiple campus buildings using workplace occupancy and space planning systems, such as CADapult. Manage office and workstation inventory, vacancy tracking, and seating allocations. Support strategic space planning initiatives tied to organizational growth, restructuring, consolidations, and workplace renovations. Partner with Space Planning leadership to support occupancy strategies that optimize employee experience, operational efficiency, and space utilization. Conduct regular space audits to ensure data accuracy and workplace standards are maintained. Assist with workplace standards documentation, planning guidelines, and occupancy processes. Support onboarding seating coordination and ongoing organizational space changes. Move Management & Project Coordination Lead coordination and execution of individual, team, department, and large-scale campus moves associated with renovations, restacks, growth, and organizational changes. Develop detailed move plans, sequencing strategies, schedules, and communication plans to support successful move execution. Anticipate operational risks, dependencies, and downstream impacts associated with workplace changes and proactively drive resolutions. Coordinate closely with HR, IT/AV, Security, Facilities, Workplace Operations, and vendors to align move logistics and readiness activities. Support move-day operations onsite, ensuring issues are resolved quickly, professionally, and with minimal business disruption. Track project milestones, action items, and stakeholder deliverables to ensure initiatives remain on schedule. Coordinate with external moving vendors and service providers to support safe and efficient move execution. Stakeholder Partnership & Customer Experience Serve as a trusted point of contact for employees, executive assistants, people leaders, and business stakeholders regarding workplace changes and occupancy requests. Communicate move expectations, timelines, workplace guidelines, and operational impacts clearly and professionally. Deliver a high level of customer service while appropriately balancing operational constraints, workplace standards, timelines, and business priorities. Build strong cross-functional relationships and maintain a calm, solutions-oriented approach in high-pressure situations. Support change management efforts tied to workplace transitions and employee onboarding into renovated spaces. Respond to workplace requests and inquiries with professionalism, responsiveness, and sound judgment. Continuous Improvement Identify opportunities to improve occupancy planning processes, move coordination workflows, and workplace data management practices. Support reporting and metrics related to occupancy, utilization, move activity, and workplace trends. Contribute to future campus planning initiatives and workplace experience enhancements. Support development and refinement of workplace planning tools, templates, and communication materials.

Requirements

• Experience supporting occupancy planning, workplace operations, facilities coordination, move management, or related operational functions in a corporate environment.
• Strong project management and organizational skills with the ability to manage multiple concurrent initiatives and deadlines.
• Demonstrated ability to anticipate issues, think critically, and proactively problem-solve in a fast-paced environment.
• Excellent verbal and written communication skills with the ability to interact professionally across all organizational levels.
• Strong customer service mindset with the ability to navigate challenging conversations and deliver practical solutions.
• Comfortable operating in evolving environments with shifting priorities and ambiguity.
• High attention to detail and accuracy in data management and planning activities.
• Experience using workplace occupancy and space planning systems, including CAD-based planning tools such as CADapult, preferred.
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Company Intel

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