Strategic Occupancy Planner
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Role Purpose
To drive occupancy strategy development and implementation across Client's Regional portfolio, including managing the supply, capacity, demand, and vacancy in support of short term and long-term headcount projections. Within the geography, identify how much space is currently available, workplace strategy impact to overall demand, and what are projected space needs based on headcount forecast and business requirements by group.
What this job involves
- Applies and validates the finance approved top-down headcount projections by business unit for a rolling, three-year planning horizon and partners with Portfolio Strategy team
- Analyzes the client's portfolio and identifies opportunities to optimize space for all orgs within the existing and committed portfolio
- Tracks and reports projected versus actual headcount by organization
- Develops city and site-specific occupancy strategies with GREF Leadership and Portfolio Strategy
- Reports the current and forecasted supply and capacity for a rolling three-year timeframe
- Collects preliminary program requirements for each Org/Team (by building, if necessary)
- Develops migration plans and sequencing of org level moves
- Incorporates occupancy strategy into long-term strategy documents to clearly articulate impacts to city, site and org-level allocations
- Develops stacking diagrams of current and future state based on three-year headcount forecast
- Obtains alignment organizations' agreement to migration and stacking plans
- Coordinates scope and phasing schedule for project implementation based on stacking plans and migration strategy
- Ensures planning is aligned with corporate guidelines, and that all scenarios support forecasted growth and organization requirements
- Recommends and applies space policies/standards, procedures and protocols
- Educates and ensures compliance on planning and space policies/standards, procedures and protocols
- Reports and maintains org-level 2 & 3 space allocation plans
- Review Site Audit Data (including seat assignments, occupancy, vacancy, labs & equipment) and partner with local Occupancy Planner or Facility Manager for validation needs/timing
- Supports the Agile Workplace program through analysis of badge data and utilization studies to inform planning recommendations
- Facilitates communication between other occupancy planners, Business space planners, Org Space Program Managers, and other GREF team members
- Ability to lead a small team of Occupancy Planners & multiple projects simultaneously
- Manage a small team of direct reports of 1-2
Reporting/Deliverables
- Occupancy Plan of Record reflective of forecasted supply and demand
- Supports document development of long-range strategy incorporating occupancy strategy at a building and org level into overall planning narrative
- Migration and Stack Plans by City and Site Level
- Current and Forecasted Headcount
Key Interactions
- Portfolio Strategist(s)
- Occupancy Planners
- RE&F Managers
- Org Space Program Managers within region
- MAC teams
- Facility Management teams
- Space data management team
- Design and Construction team
- Transactions
Technology Proficient
- Ability to utilize software to support planning solutions and communicate ideas clearly with real estate team and lines of businesses:
- Proficient in CAFM systems and Bluebeam preferred
- Proficient in Microsoft Excel i.e. (pivot tables, V-Lookups, cell calculations, formulas, etc.)
- Strong ability to convey planning strategy in written format incorporating supportive data and floor plans into concise presentations to client and lines of business
- Ability to work in all of the Microsoft Office suite software technology
- Conduct and actively participate in video conferencing meetings effectively
Education / Experience
- Bachelor's degree in architecture, design, consulting/advisory work or related field with a minimum of five years' experience in a corporate environment.
- 5+ years previous experience in space/occupancy planning at a strategic level
