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Associate, Occupancy Planning
Jones Lang LaSalle
Washington, DC, United States
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• Provide assistance and coordination to the OP/MAC management team in managing data a computer aided facility management system (CAFM), and logistics of the Office Provisioning/MAC process.
• Provide administrative, logistical and program support with coordinating all conference scheduling management processes and compliance; inclusive of pre-planning, post-event wrap-up, etc. Closely monitor activities to ensure events are managed professionally with minimal disruptions to the event.
• Excellent understanding of major business groups that occupy each site, total capacity of each site, seat availability, conditions of site’s physical environment, portfolio metrics and any communicated growth. A major consistent client deliverable is the assembly of this information into a story-board format that is refreshed monthly.
• Collaborate with group liaisons or business unit representatives to confirm spacing needs for new staff and gather office space requirements.
• Manually audit space utilization within AARP’s HQ buildings and verify permanent and interim staff placement. Coordinate office space set up and move requests with cross-functional service provider team (IVM, ITS, and Office Facilities) to ensure all provisioning needs inclusive of phone, computer, and furniture for onboarding staff. Coordinate tasks of off-boarding activity, and updating the CAFM system reflecting all staff separations.
• Provide proactive approach to support data integrity of portfolio is at least 95% accurate (i.e., support group liaison, regular site visits to check accuracy of database, flexibility in working at all sites, participate and report on formalized audits - including seat assignments, occupancy, vacancy, and ad hoc spaces, etc.).
• Coordinate data collection and compile monthly reports relative to all space allocation activity to include but not limited to quantities of requests received, allocated space types, HR type, and service provider assignments. Assist with the execution of monthly graphical floor plans reflecting breakdown by group, headcount, vacancies and capacity. Provide bi-weekly reports reflecting space request status, projections and/or issues.
• Develops migration plans and sequencing of group-level moves / relocations (allocation plans / blocking plans).
• Process purchase requisitions for goods and services on behalf of the OP/MAC service line.
Complexity
• Role does not exercise latitude to make decisions in the Sr. Occupancy Planner’s absence.
• Work responsibilities contribute to the overall achievement of departmental/team goals and objectives.
• Completes duties and responsibilities with moderate management oversight and guidance.
• Role requires management approval prior to execution of critical departmental issues and tasks within incumbent’s scope of responsibility.
Scope of Responsibility
• Coordinates and works directly with Sr. Occupancy Planner and cross functional teams, and/or business group representatives to ensure delivery of all services relative to the centralized management of space and conference room management for daily OP/MAC operation.
• Maintains and ensures compliance of established standards for space allocations, conference space reservation utilization needs.
• Provide accurate calculations and reporting of departmental spacing allocation and requirements for all leased and owned properties at the National Office for AARP.
• Serves within a team of consultant/experts in the space allocation and facilities related information account wide.
Nature of Contact
• Works exclusively with the OP/MAC management team, group liaisons, and service provider teams to coordinate and execute all tasks within the Office Provisioning/MAC process, with occasional participation with special projects and initiatives relative to space administration and conference room management.
Desired Education/Work Experience
• Completion of Bachelor’s degree or related discipline and 2 - 4 years of related experience; or an equivalent combination of related training and relevant experience.
• Excellent computer skills with advanced knowledge of Microsoft Excel, and Powerpoint. Experience in the use of a computer aided facility management (CAFM) system or other facilities management systems desired, but not required.
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