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Key Responsibilities and Required Skills for Facilities Planner

💰 $75,000 - $115,000

Facilities ManagementCorporate Real EstateOperationsProject ManagementSpace Planning

🎯 Role Definition

The Facilities Planner is a key strategic partner responsible for the comprehensive analysis, planning, and management of our organization's physical space. This individual will translate business objectives and headcount projections into actionable, data-driven real estate and space utilization strategies. By overseeing space allocation, move management, and scenario planning, the Facilities Planner ensures our workplaces are efficient, functional, and aligned with long-term corporate goals. This role requires a blend of analytical prowess, project management skill, and strong interpersonal abilities to collaborate effectively with diverse stakeholders across all levels of the company.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Coordinator
  • Space Planning Assistant / CAD Technician
  • Project Coordinator (Construction/Real Estate)

Advancement To:

  • Senior Facilities Planner / Workplace Strategist
  • Facilities Manager / Director of Facilities
  • Corporate Real Estate Manager / Director

Lateral Moves:

  • Project Manager (Facilities / Construction)
  • Real Estate Analyst
  • Change Management Specialist

Core Responsibilities

Primary Functions

  • Develop, implement, and maintain strategic long-range facility plans (Master Plan) that align with corporate-wide business objectives, headcount projections, and growth forecasts.
  • Manage and execute all phases of Move, Add, and Change (MAC) projects, from initial request through to post-move support, ensuring minimal disruption to business operations.
  • Create detailed space plans, test-fits, block plans, and seating assignments using AutoCAD, Revit, and other space planning software to visualize and validate solutions.
  • Act as the primary administrator for the Integrated Workplace Management System (IWMS), ensuring the accuracy and integrity of all space, occupancy, and asset data.
  • Conduct regular physical audits and site walks of facilities to verify floor plans, document occupancy, and assess the condition and utilization of space.
  • Collaborate closely with business unit leaders and department heads to understand their current and future spatial requirements, adjacency needs, and operational workflows.
  • Analyze space requests and develop data-driven, creative solutions and planning scenarios, presenting clear and compelling business cases to senior leadership for approval.
  • Develop and maintain comprehensive workplace standards, including space allocation guidelines, furniture specifications, and finish palettes to ensure consistency and efficiency across the portfolio.
  • Lead space optimization and consolidation initiatives, identifying opportunities to improve space utilization, reduce real estate costs, and enhance the overall employee experience.
  • Prepare and present detailed reports and dashboards on key facilities metrics, such as occupancy/vacancy rates, cost per seat, and utilization trends, to inform strategic decisions.
  • Partner with architects, interior designers, general contractors, and other external vendors on renovation projects, new build-outs, and office restacks.
  • Ensure all space plans and facility modifications comply with relevant building codes, ADA requirements, fire/life safety regulations, and ergonomic best practices.
  • Support the Corporate Real Estate team with portfolio analysis, site selection research, and due diligence activities for new leases or acquisitions.
  • Manage project budgets for MAC and small-scale renovation projects, tracking expenditures and ensuring projects are delivered within financial constraints.
  • Develop and execute communication plans for major move and space change projects to keep all stakeholders and affected employees informed and engaged.
  • Evaluate emerging workplace trends, technologies, and methodologies (e.g., hybrid work models, activity-based working) and recommend innovative strategies for our portfolio.
  • Coordinate complex project logistics with internal partners, including IT, HR, Security, and Environmental Health & Safety, to ensure seamless project execution.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis related to space, occupancy, and real estate performance.
  • Contribute to the organization's long-term real estate and data strategy and roadmap.
  • Collaborate with business units to translate their strategic needs into clear engineering and design requirements for our internal and external partners.
  • Participate in sprint planning and agile ceremonies for facilities and real estate technology projects.
  • Assist in managing vendor relationships and contracts for furniture, moving services, and design consultants.
  • Provide support for the annual facilities capital and operating budget development process.

Required Skills & Competencies

Hard Skills (Technical)

  • CAD & Design Software: High proficiency in AutoCAD and/or Revit for creating and modifying floor plans, test-fits, and construction documents.
  • IWMS Proficiency: Demonstrated experience managing and utilizing an Integrated Workplace Management System (IWMS) such as Archibus, iOFFICE, Planon, or similar platforms.
  • Data Analysis & Visualization: Strong ability to analyze complex datasets in Excel or other tools and present findings clearly using PowerPoint or data visualization software (e.g., Power BI, Tableau).
  • Scenario & Space Planning: Expertise in developing multiple space planning scenarios, block and stack plans, and migration strategies for complex organizations.
  • Project Management Software: Competency with project management tools like Microsoft Project, Smartsheet, or Asana to track timelines, resources, and budgets.
  • Knowledge of Building Codes: Familiarity with local, state, and federal regulations including ADA, building codes, and fire/life safety standards.

Soft Skills

  • Stakeholder Management: Exceptional ability to build relationships, manage expectations, and communicate effectively with stakeholders at all levels, from individual contributors to senior executives.
  • Communication: Excellent verbal, written, and presentation skills, with the ability to convey complex spatial and financial information in a clear and concise manner.
  • Problem-Solving: Proactive and resourceful problem-solver who can navigate ambiguity and develop creative, practical solutions to challenging space and facility issues.
  • Analytical Thinking: A strong analytical mindset with meticulous attention to detail and a commitment to data-driven decision-making.
  • Negotiation & Influence: The ability to influence outcomes and negotiate effectively with internal clients and external vendors to achieve project goals.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree from an accredited institution.

Preferred Education:

  • Master's degree in a relevant field or professional certifications such as Certified Facility Manager (CFM) or Facility Management Professional (FMP).

Relevant Fields of Study:

  • Interior Design / Architecture
  • Facilities Management / Corporate Real Estate
  • Urban Planning
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 3-7 years of direct experience in facilities planning, space management, or corporate real estate within a dynamic, medium to large-sized organization.

Preferred:

  • Experience managing a multi-site portfolio and supporting a hybrid workforce.
  • Proven track record of successfully managing complex, multi-phased move and restack projects.
  • Experience in a fast-paced technology, finance, or professional services environment.
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