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Occupancy Planner
Jones Lang LaSalle
Jersey City, NJ, United States
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Job Summary
To manage the supply, capacity and demand of Client’s portfolio of space in a specific, geographic region. To assist with MAC and Facility requirements to include small projects.
Within the geography, can answer: how much space is currently available, what are the workplace conditions, and what are bottom-up seat count projections by group?
Job Responsibilities
Area of Responsibility
Key Elements and Essential Tasks
Time Spent on Task
Supply and Demand Planning
• Provides a single point of contact for geography-related occupancy planning questions;
• Reports the bottoms-up seat count projections by business unit for a rolling, three-year planning horizon and works with Sr. Occupancy Planner(s) to reconcile discrepancies with tops-down projections; (PFF = Population Forecast Form)
• Tracks and reports actual seat counts;
• Provides geographic stacking diagrams by location, by building and by floor;
• Reports the current supply and capacity, and forecasts inventory changes for a rolling three-year timeframe;
• Maintains and secures business units’ agreement to geographic stacking plans;
• Develops preliminary program requirements for each department (by building, if necessary);
• Develops migration plans and sequencing of group-level moves / relocations;
• Educates local contacts on planning and space policies/standards, procedures and protocols, and notifies planning manager if they are not being followed;
• Forecasts order of magnitude scopes, schedules and budgets for project moves planned to occur based on stacking plans / strategy;
• Ensures planning is aligned with corporate guidelines, and that all scenarios maximize use of space;
• Recommends space policies/standards, procedures and protocols; and
• Develops, maintains and reports space allocation plans, and if applicable, issues space allocation reports.
• Measure, Monitor and report cost saving and value added contributions
• Assist in developing site-specific Planning Strategies with Senior Leadership.
60% or greater
Reporting and Facilitation of Projects
• Compile Quarterly Report Data
• Field Verify Occupancy Planning Data Quarterly
• Attends kick-off meetings for new real estate acquisitions, major renovation projects and project moves; and
• Facilitates communication between other occupancy planners, MAC and Facility team members, planning assistants, CAD administrators, and other Jones Lang LaSalle team members.
• Assists in Issuing the Quarterly Report: The quarterly report includes: headcount projections, supply and capacity information and the status of major initiatives (a real estate action plan) for the portfolio; monthly space allocation data, group block plans.
• Facilitates and/or resolves issues identified in the weekly planning meeting;
• Attends kick-off meetings for new real estate acquisitions, major renovation projects and project moves;
• Facilitates communication between other occupancy planners, Mac and Facility team members, planning assistants, CAD administrators, and other Jones Lang LaSalle team members; and
• Provides performance review input for planning assistants and CAD administrators.
Less than 20%
X
20% - 40%
Team Engagement
• Group-level leaders to collect seat count forecasts, and resolve seat count forecast discrepancies;
• review and resolve geography-specific forecasts, needs, concerns, and issues;
• Planning assistants and CAD administrators to ensure accuracy of planning database information; and
• Planning assistants and CAD administrators to review and resolve campus/building-specific forecasts, needs, concerns, and issues; and
• Project Management / Facility Management to review stacking strategies, and to provide workload forecast related to project moves that are planned to occur based on stacking plans / strategy.
• Collaborate with Project Management, Facility Management and Transactions on all Site Rationalization Efforts
Less than 20%
X 20% - 40%
• Assist MAC team with move needs, nationally. Join weekly MAC calls. Provide backup support to MAC.
• Provide a second point of contact for all move management activities
• Work order and small project management, including but not limited to furniture reconfigurations and space enhancements
• Coordination with various service providers (IT, VTS, Construction and Associate Relocations and Furniture Installation contractor) to determine the appropriate date(s) for implementation and communicating those dates (via E-mail, project schedule, WCR System notification, etc.)
• If necessary, determine the pricing for any non-baseline work requested (i.e. construction-related needs, furniture reconfigurations, people relocations that exceed baseline parameters, etc.)
• Plan, schedule and implement relocations, providing the main client contact with scheduled dates, move instructions, and move orientations for large groups as required
• Provide move signage, general move directions, and be present on campus or at the move site, available to answer questions and resolve post-move issues
• Assist Facility Managers with work load requirements, to include small projects. Provide back up support to FM.
• Develop and implement move project plan and budget through collaboration with the facility manager, project manager and construction manager; as required
• Any and all other duties and tasks assigned.
Knowledge, Skills & Abilities
MINIMUM REQUIRED
PREFERRED
Education/training
• BS or BA in design, architecture, or finance
• Years of relevant experience
• 3 – 5 years
Skills and knowledge
• MS Office, AutoCAD, CAFM tools
Other abilities
• Strong Communication both written and oral
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