Occupancy Planner

Visions Management•Novato, CA

41d•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. Position Goals - Ensure client satisfaction through the delivery of stellar customer service Be the expert to the client’s benefit Represent Visions Management Embrace 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