Job brief
We are seeking a data-driven Space Planning Coordinator to join our Facilities team and take ownership of our dynamic workplace environment. In this role, you will lead the strategic allocation of office square footage, ensuring our physical workspace evolves alongside our growing, high-performing teams. You will work closely with architectural partners, move management vendors, and business stakeholders to turn complex floor plans into functional, inspiring environments. If you possess a keen eye for layout design and a passion for operational efficiency, we would love to have you help shape our future workplace.
Key highlights
- Design and maintain accurate floor plans using AutoCAD to track departmental seating, density, and long-term space utilization requirements.
- Execute departmental restack and move management projects, coordinating with IT and facilities vendors to minimize operational downtime for employees.
- Perform routine field audits and occupancy analysis to identify underutilized zones and optimize real estate footprint across all regional offices.
- Produce recurring space utilization dashboards and capacity reports to provide the executive team with insights on facility ROI and lease efficiency.
What is a Space Planning Coordinator?
A Space Planning Coordinator is a facilities expert who balances human productivity with physical infrastructure by designing effective work environments. They utilize Computer-Aided Facility Management (CAFM) tools and AutoCAD to track occupancy, manage office reconfigurations, and align spatial resources with company growth. By analyzing building utilization data, a Space Planning Coordinator ensures that organizational space strategy supports both operational agility and employee experience across the entire real estate portfolio.
What does a Space Planning Coordinator do?
A Space Planning Coordinator performs daily tasks such as updating floor plans in AutoCAD, reconciling badge access logs with actual seat occupancy, and managing move requests for department relocations. They collaborate with IT, HR, and external commercial furniture vendors to execute interior fit-outs and infrastructure upgrades while ensuring strict adherence to ADA and OSHA safety regulations. Beyond planning, they maintain accurate asset registers and generate space utilization reports that provide leadership with actionable insights for long-term real estate investment and lease management.
Key responsibilities
- Design and maintain accurate floor plans using AutoCAD to track departmental seating, density, and long-term space utilization requirements.
- Execute departmental restack and move management projects, coordinating with IT and facilities vendors to minimize operational downtime for employees.
- Perform routine field audits and occupancy analysis to identify underutilized zones and optimize real estate footprint across all regional offices.
- Manage furniture inventory, asset tagging, and vendor contracts for ergonomic workstation procurement, repairs, and office refurbishments.
- Collaborate with internal stakeholders to forecast future headcount growth and translate requirements into actionable space allocation and expansion plans.
- Ensure all office layouts and modifications strictly comply with building codes, fire safety regulations, and ADA accessibility standards.
- Produce recurring space utilization dashboards and capacity reports to provide the executive team with insights on facility ROI and lease efficiency.
- Facilitate seamless workplace transitions by managing move logistics, including scheduling, signage updates, and final workspace readiness inspections.
Requirements and skills
- Proficiency in AutoCAD or Revit for drafting floor plans and managing building interior documentation with high precision.
- Hands-on experience using CAFM or IWMS platforms such as Serraview, Archibus, or TRIRIGA for space management and data tracking.
- Strong understanding of BOMA standards for measuring and classifying rentable and usable square footage in commercial buildings.
- Demonstrated expertise in project coordination, specifically regarding office construction, furniture installation, and multi-departmental move management.
- Bachelor’s degree in Facilities Management, Interior Design, Architecture, or a related field with 3+ years of professional workspace planning experience.
- IFMA Certified Facility Manager (CFM) or SFP (Sustainability Facility Professional) credential is highly preferred for this role.
- Ability to communicate complex spatial strategies and building safety requirements clearly to senior leadership and diverse cross-functional teams.
- Advanced technical literacy in Microsoft Excel, including VLOOKUPs and pivot tables, for tracking occupancy metrics and building budgets.
FAQs
What does a Space Planning Coordinator do?
A Space Planning Coordinator manages the allocation of physical office space to ensure it supports company goals, employee productivity, and safety. They translate headcount projections into layout designs, manage office move logistics, and track occupancy data to ensure the organization is maximizing its real estate investment efficiently.
What software skills are needed for a Space Planning Coordinator?
The most essential software for this role includes Computer-Aided Design tools like AutoCAD or Revit for architectural drafting and floor plan creation. Additionally, professionals in this field frequently use CAFM (Computer-Aided Facility Management) or IWMS systems to track assets, floor space data, and move management workflows.
Who does a Space Planning Coordinator work with?
They act as a bridge between various departments, working closely with HR for headcount forecasting, IT for infrastructure connectivity, and external commercial real estate vendors. They also frequently collaborate with architects, general contractors, and building managers to ensure space modifications are completed on time and within code.
Why is a Space Planning Coordinator role valuable to an organization?
This role directly impacts the bottom line by optimizing real estate costs, ensuring high occupancy efficiency, and minimizing wasted square footage. By creating functional, well-planned environments, a Space Planning Coordinator also improves the daily employee experience, which is critical for long-term retention and operational performance.