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Key Responsibilities and Required Skills for Workplace Planner

💰 $ - $

Workplace PlanningFacilities ManagementReal EstateSpace Planning

🎯 Role Definition

The Workplace Planner is responsible for designing and executing workplace strategy, optimizing space utilization, and delivering exceptional workplace experience across corporate real estate portfolios. This role combines space planning, move coordination, occupancy modeling, and facilities integration to support organizational change, hybrid work models, and efficient use of square footage. The Workplace Planner works closely with real estate, facilities, IT, HR, and business unit stakeholders to translate business requirements into scalable office layouts, furniture standards, and move plans while ensuring compliance with building regulations and corporate policies.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Space Planner / Junior Space Planner
  • Facilities Coordinator / Facilities Assistant
  • Interior Designer or Architectural Drafter
  • Real Estate/Portfolio Analyst

Advancement To:

  • Senior Workplace Planner / Senior Space Planner
  • Workplace Strategy Manager / Head of Workplace Strategy
  • Real Estate & Facilities Manager
  • Director of Global Real Estate & Workplace

Lateral Moves:

  • Project Manager (construction or fit-out)
  • Facilities Manager
  • Move Manager / Relocation Specialist
  • Corporate Real Estate Analyst

Core Responsibilities

Primary Functions

  • Develop and maintain comprehensive workplace plans and occupancy models that align with corporate real estate strategy, workplace experience objectives, and cost optimization goals; prepare short- and long-term space forecasts and utilization scenarios for C-suite and real estate stakeholders.
  • Lead end-to-end move planning and execution for office relocations, consolidations, and reconfigurations, coordinating cross-functional teams (IT, HR, FM, vendors) to ensure minimal business disruption and on-time, on-budget delivery.
  • Create detailed floor plans, seat maps, furniture layouts, and departmental adjacencies using AutoCAD, Revit, or other CAD tools; ensure all deliverables comply with building codes, accessibility standards, and corporate workplace standards.
  • Conduct space utilization studies and people-counting analyses using sensors, badge data, and occupancy surveys; translate raw utilization data into actionable recommendations that reduce underutilized space and improve employee experience.
  • Manage workplace standards and furniture specifications, including ergonomic assessments, FF&E procurement support, and lifecycle planning to ensure consistent workplace quality across portfolio locations.
  • Serve as the primary liaison to business leaders to capture space requests, headcount plans, team adjacencies, and hybrid work requirements; translate requirements into pragmatic space solutions that support collaboration and productivity.
  • Maintain and update workplace databases and CAFM/IWMS systems (e.g., Archibus, FM:Systems, Trimble) with accurate room data, asset inventories, move logs, and occupancy records to support reporting and auditability.
  • Prepare and present high-quality workplace strategy briefings, ROI analyses, and project status reports for leadership, incorporating financial implications such as cost-per-employee, lease utilization, and fit-out budgets.
  • Plan and manage small-to-medium refurbishment and fit-out projects including scope definition, vendor selection, schedule tracking, and quality control to ensure alignment with workplace standards and timelines.
  • Coordinate change management and communications for relocations and major workplace changes, producing move packs, zoning maps, FAQs, and site orientation materials to support employee transition and adoption.
  • Develop and enforce health, safety, and ergonomic policies in workplace design, ensuring compliance with local building regulations, accessibility standards, and corporate wellness initiatives.
  • Optimize desk, meeting room, and collaboration space ratios based on business usage patterns and workplace strategy to support hybrid working models and flexibility while managing real estate costs.
  • Lead workplace pilot programs and technology rollouts (e.g., desk-booking systems, wayfinding kiosks, workplace analytics platforms), including requirements gathering, vendor evaluation, and user acceptance testing.
  • Prepare and manage budgets for workplace projects including move costs, fit-out allowances, furniture procurement, and contingency planning; track spend and report variances to finance and stakeholders.
  • Conduct site assessments and feasibility analyses for potential office relocations or lease renewals, documenting constraints, opportunities, building services, and estimated fit-out costs.
  • Provide technical drawing reviews and QA for architectural and engineering deliverables to ensure design intent aligns with space programming and operational needs.
  • Support lease administration activities by providing space measurement documentation (BOMA/IFMA standards), occupancy reports, and forecasted space requirements to inform lease negotiations and renewals.
  • Implement standard operating procedures for move management, space change requests, and workplace data governance to ensure consistent and auditable processes across the organization.
  • Partner with sustainability and ESG teams to incorporate environmental targets into workplace design such as density optimization, material selection, and energy-efficiency measures.
  • Troubleshoot on-site space and workplace issues, provide rapid response for critical move-related failures, and coordinate corrective actions with facilities providers and vendors.
  • Train and mentor junior workplace planners, space coordinators, and administrative staff on workplace standards, CAD basics, and move-management best practices.
  • Drive continuous improvement initiatives by collecting stakeholder feedback, measuring workplace KPIs (occupancy, utilization, satisfaction), and proposing process or design changes to increase efficiency and employee satisfaction.
  • Develop scalable playbooks and templates (e.g., space request forms, move checklists, seat assignment rules) to accelerate project delivery and reduce administrative overhead across multiple sites.
  • Ensure alignment between office design and corporate brand experience by collaborating with internal communications, HR, and workplace experience teams on aesthetic and cultural elements of workplace rollouts.

Secondary Functions

  • Support ad-hoc space data requests and exploratory analysis to inform leadership decisions and real estate strategy.
  • Coordinate with procurement and vendor management to evaluate contractors, negotiate service agreements, and manage supplier performance related to workplace projects.
  • Assist in the development and rollout of workplace policy updates (hot-desking, office hours, visitor management) in partnership with HR and legal teams.
  • Maintain up-to-date workplace documentation, including emergency evacuation maps, seating registers, and asset tagging records.
  • Participate in cross-functional project teams and agile ceremonies as required to integrate workplace planning into broader organizational initiatives.
  • Collect and analyze employee feedback and workplace NPS data to continuously refine space configurations and amenities.
  • Support periodic audits of space and assets to ensure data integrity in CAFM/IWMS systems and for compliance reporting.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced proficiency in space planning tools and CAD software (AutoCAD, Revit) with the ability to produce and review detailed construction/fit-out drawings.
  • Experience with CAFM/IWMS platforms such as Archibus, FM:Systems, Trimble Manhattan, or Planon for room data, move management, and asset tracking.
  • Strong skills in Excel and data analysis including pivot tables, VLOOKUP/XLOOKUP, and experience with workplace analytics tools (SpaceIQ, Serraview, Condeco) or BI tools (Power BI, Tableau).
  • Practical knowledge of building codes, BOMA/IFMA measurement standards, ADA/accessibility requirements, and workplace health & safety regulations.
  • Move management and project coordination experience, including creating move schedules, resource plans, and vendor scopes of work.
  • Budget planning and financial analysis skills for workplace projects: cost estimating, variance tracking, and total cost of occupancy modeling.
  • Experience with furniture planning and FF&E specification, procurement processes, and vendor sourcing.
  • Familiarity with workplace technology integrations such as desk-booking systems, IoT sensors, and Wi-Fi/AV considerations for space planning.
  • Ability to conduct occupancy and utilization studies using badge swipe data, sensors, or survey methodologies and convert results into actionable space strategies.
  • Drafting and presenting professional reports, stakeholder presentations, and RFP/RFI documents.

Soft Skills

  • Exceptional stakeholder management and interpersonal communication; able to influence cross-functional teams and senior leaders.
  • Strong problem-solving and analytical mindset with attention to detail and the ability to juggle competing priorities.
  • Change management and facilitation skills to support employee adoption of new workplace models and move transitions.
  • Project management capability including schedule management, risk mitigation, and coordination across multiple projects.
  • Customer-centric orientation focused on improving employee experience, workplace satisfaction, and productivity.
  • Negotiation skills to work with vendors, landlords, and internal procurement teams to secure favorable outcomes.
  • Adaptability and resilience in fast-paced, matrixed environments with shifting priorities.
  • Leadership and mentoring skills to grow junior planners and embed best practices across the team.
  • Time management and organizational skills to deliver high-quality plans under tight deadlines.
  • Cultural sensitivity and the ability to design inclusive spaces that accommodate diverse workforce needs.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in Architecture, Interior Design, Facilities Management, Real Estate, Construction Management, Engineering, or a related field.

Preferred Education:

  • Master's degree in Real Estate, Facilities Management, Workplace Strategy, or MBA.
  • Professional certifications such as IFMA FMP/CFM, BIFMA, Certified Workplace Professional (CWP), or LEED accreditation.

Relevant Fields of Study:

  • Architecture
  • Interior Design
  • Facilities Management
  • Real Estate or Property Management
  • Construction Management
  • Industrial/Organizational Psychology (workplace experience focus)

Experience Requirements

Typical Experience Range: 3–7 years of combined experience in workplace planning, space management, facilities, or real estate.

Preferred:

  • 5+ years of progressive experience as a Workplace Planner, Space Planner, or related role supporting multi-site portfolios and complex move programs.
  • Demonstrated experience managing enterprise workplace projects, implementing CAFM/IWMS systems, and delivering measurable occupancy and cost savings.
  • Proven track record of collaborating with senior stakeholders across real estate, HR, IT, and operations to deliver high-impact workplace outcomes.
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