Space & Occupancy Planner II
WFA Digital Insight
The demand for skilled space and occupancy planners has grown exponentially, with a 25% increase in job openings in the past year alone. As companies navigate the complexities of remote work and distributed teams, experts who can optimize physical spaces and streamline data management are in high demand. Colliers, a leader in the industry, is seeking a highly skilled Space & Occupancy Planner II to join their team. With a strong focus on data accuracy and governance, this role requires exceptional organizational skills and attention to detail. Candidates should be prepared to showcase their expertise in Excel and IWMS, as well as their ability to coordinate stakeholders across multiple locations.
Job Description
About the Role
The Space & Occupancy Planner II plays a critical role in maintaining accurate space, occupancy, and headcount data across Colliers' global real estate portfolio. This position is responsible for ensuring the integrity of the company's data and supporting portfolio planning activities. The ideal candidate will have a strong background in space and occupancy planning, with expertise in Excel and IWMS.As a key member of the team, the Space & Occupancy Planner II will work closely with the IWMS & Database Lead, site contacts, facilities partners, and workplace stakeholders to ensure that information is current, reliable, and aligned with client standards. This role requires exceptional attention to detail, comfort working in systems, and strong organizational skills.
The Space & Occupancy Planner II will also support site audit cycles, update space records and plans, prepare basic test fits for small requests, and troubleshoot discrepancies. This position will serve as a primary planning and data support contact for assigned regions, including headquarters operations.
What You Will Do
- Maintain accurate space, occupancy, and headcount data within the IWMS and ensure updates follow established governance and naming conventions
- Conduct routine data reviews and validations, confirming accuracy of space assignments, business group coding, seat allocations, and occupancy classifications
- Upload and manage architectural drawings and updates; review plans to ensure alignment between as-builts and IWMS data
- Support the annual global space audit cycle by coordinating with site contacts, verifying data submissions, tracking progress, and resolving discrepancies
- Provide guidance and support to site contacts to ensure consistency and compliance with audit and data standards
- Assist with space requests and move/churn activities by preparing basic test fits and seating plans, validating capacity, and documenting changes
- Serve as a primary planning and data support contact for assigned region(s), including headquarters operations
- Update IWMS to reflect completed moves and space changes, track requests, follow-ups, and approvals
- Participate in stakeholder meetings, capture follow-ups, and communicate status updates and deadlines
- Identify and recommend opportunities to streamline audit workflows, IWMS processes, and data validation steps
- Collaborate with Facilities, Workplace, PMO, and Technology partners to support space planning updates and data accuracy
What We Are Looking For
- Bachelor's degree in a relevant field (e.g., Architecture, Interior Design, Facilities/Real Estate, Engineering, Workplace Strategy, Business Analytics, or related discipline)
- 5 or more years of space and occupancy planning experience
- Strong proficiency in Microsoft Office suite, including Excel (pivot tables, lookups, formulas), PowerPoint, Word, and Teams
- Ability to read and interpret architectural drawings; familiarity with AutoCAD or Revit and basic space planning concepts preferred
- Understanding of workplace terminology, space classifications, occupancy models, and furniture/fixture layouts
- Experience working in an IWMS
- Strong organizational and communication skills
Nice to Have
- Experience working in a global company with multiple locations
- Knowledge of data visualization tools and techniques
- Certification in a relevant field (e.g., LEED AP, WELL AP)
- Experience with project management software and tools
Benefits and Perks
- Competitive salary and benefits package
- Opportunity to work with a global leader in the industry
- Collaborative and dynamic work environment
- Professional development and growth opportunities
- Flexible work arrangements and remote work options
- Access to cutting-edge technology and tools
- Comprehensive health and wellness programs
How to Stand Out
- Be prepared to showcase your expertise in Excel and IWMS, and provide specific examples of how you have used these tools in previous roles.
- Highlight your ability to work in a fast-paced environment and coordinate stakeholders across multiple locations.
- Emphasize your attention to detail and strong organizational skills, as these are critical for success in this role.
- Consider creating a portfolio that demonstrates your space planning and data management skills, including examples of architectural drawings and IWMS data visualizations.
- Be prepared to discuss your experience working in a global company with multiple locations, and how you have navigated complex data management and coordination challenges.
- Research the company culture and values, and be prepared to discuss how your skills and experience align with these.
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