Workplace Occupancy Planner & Move Coordinator

About the role

Waters is seeking an experienced corporate real estate and facilities management professional to lead our Occupancy Planning and Move Management Strategy across our global portfolio. This critical role is responsible for optimizing space, aligning workplace availability with long-term business goals, driving process improvements, and managing complex relocations while providing strict financial and operational oversight. As a hands-on leader, you will manage all physical move activities, coordinate workspace enhancements, and ensure high-quality service delivery to all internal stakeholders. This is a 5 days a week onsite with flexibility.

Responsibilities

• Occupancy Planning & Space Strategy
• Data-Driven Strategy: Analyze portfolio utilization data, headcount demand, and capacity metrics (1 to 3-year horizon) to forecast supply, identify cost savings, and recommend efficient space allocation strategies.
• System Management: Maintain and manage Waters' space utilization software (OfficeSpace), and IBM Maximo work orders to ensure seating and layouts are continually up to date.
• As-Built Documentation: High-fidelity management of AutoCAD libraries, ensuring proper version control and conducting field verifications to ensure drawings reflect exact facility conditions.
• Audits & Compliance: Lead routine space walks, site audits, and reviews to enforce global Workplace Guidelines, resolve headcount discrepancies, and maximize space efficiency.
• Wayfinding & Signage: Oversee all interior and exterior directional signage (maps, lab signs, directories, nametags) globally and manage vendor relationships with signage providers.
• Move Management & Project Execution
• Relocation Delivery: Plan, schedule, and execute everything from individual weekly requests to partnering with Workplace Design Lead on complex, floor-by-floor office relocations and corporate restacks with minimal business disruption.
• Milford Operations: Directly manage all internal Milford moves, including space assignments, move phasing, supply distribution, and partnering closely with IT and external moving vendors.
• Project Administration: Proactively handle change orders and monitor vendor delivery against service quality standards.
• Furniture & Asset Management: Manage furniture layouts for moves, coordinate installations, perform inventory audits, and manage post-move punch lists. Oversee and maintain basement storage facilities, ensuring safety and fire compliance.
• Global Systems Integration: Partner with the Security team to integrate and validate badge access data into facilities workflows. Manage training requirements for OfficeSpace software and upgrades across large international sites.
• Change Management & Stakeholder Collaboration
• Communication: Facilitate move meetings and prepare clear cross-functional announcements to ease transitions for impacted groups.
• Client Advisory: Act as the primary liaison between employees and the Facilities team, gathering business requirements and setting realistic expectations for occupancy solutions.
• Ergo Assessments: Manage coordination of ergo assessments with onsite PT partners. Work with furniture vendors for all ergo furniture orders as needed.

Requirements

• Required Technical & Professional Skills
• Advanced AutoCAD or Revit Proficiency: Proven capability in creating and modifying detailed architectural, furniture, and space planning drawings alongside Adobe Acrobat. Experience with Bluebeam is a plus.
• Software Literacy: Proficiency in CAD/CAFM/IWMS technology equipped with move management modules, alongside Microsoft Office Suite (advanced Excel, PowerPoint, and MS Project).
• Industry Standards: Practical experience measuring, allocating, and analyzing corporate space.
• Required Qualifications
• 6+ years' operating as an occupancy planning consultant or manager within a large, matrixed global corporate footprint.
• Background using advanced data analytics and reporting tools to evaluate space utilization.
• Familiarity with current workplace layout methodologies, agile environments, and industry best practices.
• Bachelor's degree required.
• Physical & Logistical Requirements
• Must be comfortable working outside standard business hours (evenings/weekends) during major relocation execution windows.
• Physical capability to walk long distances across campuses, stand for extended periods, and navigate tight spaces (stoop, kneel, crouch, crawl).
• Ability to regularly lift/carry 25 lbs., and occasionally assist with moving items between 10 - 50 lbs.
• Company Description

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