Occupancy Planner

Visions Management•Novato, CA

40d•Onsite

About The Position

In the role of Occupancy Planner, you will serve as a campus-wide resource supporting Campus & Scenario Planning and partnering with Workplace Strategy & Integration Squads, Workplace Delivery, Site Services, and other cross-functional teams. This role will be client-agnostic and will focus on translating space demand into practical, efficient occupancy solutions that support campus priorities, business needs, and the Campus Plan. The goal is to ensure client satisfaction through the delivery of stellar customer service, acting as the expert to the client’s benefit and representing Visions Management through team and company collaboration.

Requirements

3-5 years of experience in Space & Occupancy Planning, Facility Planning, Corporate Real Estate, Architecture, Project Management, or a related field.
Demonstrated ability to manage multiple concurrent space requests and planning activities in a dynamic environment.
Ability to define problems, collect and interpret data, develop options, and draw well-supported conclusions.
Strong written, verbal, and visual communication skills, with the ability to explain planning options and tradeoffs clearly.
Highly organized, independent, proactive, dependable, detail-oriented, and flexible in scheduling and prioritization.
Strong interpersonal and customer-service skills with the ability to build positive working relationships across functions and stakeholder groups.
Proficient in Google Suite, PowerPoint, Excel, Word, Adobe, Monday.com, and CAFM/ARCHIBUS or comparable IWMS/CAFM platforms.

Nice To Haves

Experience interpreting floor plans and developing space planning diagrams is preferred.

Responsibilities

Manage intake, assessment, tracking, and coordination of campus space requests from initial request through resolution.
Develop occupancy options that balance business requirements, available supply, campus standards, adjacencies, and portfolio constraints.
Conduct neighborhood and adjacency planning to support effective team placement and workplace experience.
Maintain an integrated view of space demand, available supply, planned moves, and known future requirements across the campus.
Prepare supply/demand summaries and occupancy scenarios to support planning and decision-making.
Partner with project, move, and workplace teams on migration planning and detailed move planning for group moves.
Monitor day-to-day occupancy and space utilization to identify emerging issues, opportunities, and potential conflicts.
Coordinate with stakeholders to clarify requirements, communicate options, document decisions, and drive timely closure of requests.
Support campus restacks, consolidations, churn, and other tactical occupancy initiatives as priorities evolve.
Maintain accurate allocation and occupancy planning information in the CAFM/ARCHIBUS system.
Partner with CAFM and documentation teams to ensure room-use changes, floor plan updates, and allocation changes are documented and reflected in source systems.
Support regular occupancy audits and reconciliation activities to improve the accuracy of department locations, individual assignments, and space configurations.
Maintain space contact and other planning information required to support ongoing occupancy management.
Use occupancy data to identify discrepancies, validate planning assumptions, and support fact-based recommendations.
Partner across Campus & Scenario Planning, Workplace Strategy & Integration, MAC, CAFM, Design & Construction, Site Services, and other teams to coordinate occupancy-related work.
Prepare concise planning materials, option comparisons, maps, and summaries for stakeholder review and decision-making.
Provide clear, responsive customer communication while remaining client-agnostic and balancing individual requests with broader campus priorities.
Identify risks, dependencies, and conflicts early and escalate issues requiring governance or leadership direction.
Support continuous improvement of occupancy planning tools, request workflows, standards, and reporting.