Occupancy Specialist

Simpson Thacher & Bartlett LLP•New York, NY

1d•$85,000 - $100,000

About The Position

The Occupancy Specialist supports workplace planning, occupancy management, and real estate operations for the New York Office. The role maintains accurate workplace data and planning documentation, coordinates space and visitor-office needs, prepares reporting, and supports stakeholders. It partners with assistants, IT, building management, external vendors, Facilities, and GREWS team members to anticipate needs, coordinate resources, and maintain workplace standards. The position also supports the development of a structured, data-driven workplace planning function while building expertise in occupancy management and workplace operations. The role coordinates space requests, seating assignments, office moves, occupancy changes, and related documentation. It maintains occupancy plans, floor plans, seating charts, workplace databases, and planning records; prepares reports and analyses; validates data; and tracks requests and project deliverables through completion. It provides administrative, scheduling, communications, and project coordination support for workplace initiatives, onboarding and offboarding, relocations, office reconfigurations, and furniture deliveries. The Occupancy Specialist also coordinates physical security, emergency preparedness, and life-safety activities, including maintaining and updating Emergency Action Plans, Life Safety and Fire Warden lists, emergency floor plans, and related documentation. Assigned activities must follow Firm policies and procedures, with issues escalated as appropriate. This is an exempt role and is not eligible for overtime pay.

Requirements

High school diploma or GED equivalent.
At least 4 years of administrative, facilities, workplace, project coordination, or related operational experience.
Strong organizational and time-management skills, including the ability to manage multiple priorities and maintain attention to detail.
Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
Strong written, verbal, and interpersonal communication skills.

Nice To Haves

Associate or Bachelor’s degree.
Experience supporting workplace planning, facilities management, occupancy management, or corporate real estate operations.
Familiarity with workplace management, CAFM/IWMS, CAD, or occupancy management systems.
Experience coordinating projects, tracking deliverables, and maintaining operational records.

Responsibilities

Coordinate workplace planning and occupancy activities in accordance with Firm policies, standards, and planning protocols.
Process space requests, seating assignments, office moves, and occupancy changes, with accurate and timely documentation.
Maintain occupancy plans, floor plans, seating charts, workplace databases, and planning records.
Monitor personnel and occupancy changes and update workplace management systems and planning documentation.
Support global occupancy initiatives, including planning, coordination, reporting, and data maintenance.
Maintain workplace, occupancy, utilization, and space-planning data across applicable systems, tools, and source documents.
Prepare reports, dashboards, analyses, and summaries on space requirements, occupancy changes, utilization trends, and planning needs.
Review and validate data, identify discrepancies, and coordinate corrections to support data integrity and reporting accuracy.
Respond to internal workplace and space-related requests, clarify requirements, coordinate approvals and implementation, and communicate status and next steps.
Support employee onboarding and offboarding by coordinating communications, workplace requirements, and logistical arrangements.
Prepare and coordinate notices and communications related to visitors, employee arrivals and departures, relocations, and other workplace activities.
Track requests through completion and coordinate logistics, documentation, scheduling, and status tracking for workplace projects, moves, relocations, and reconfigurations.
Coordinate office moves, furniture deliveries, and related logistics with internal stakeholders and service providers.
Track project milestones, deliverables, outstanding items, dependencies, and follow-up activities; prepare meeting materials, updates, notes, and action items.
Partner with GREWS team members, Facilities, IT, and other stakeholders on project implementation and workplace operations.
Support special projects and workplace initiatives as needed.
Support the development and consistent application of workplace planning processes, procedures, templates, and operational standards.
Provide scheduling, coordination, communication, and administrative support for GREWS operations and related initiatives.
Identify opportunities to improve workflow consistency, documentation quality, data accuracy, and operational efficiency.
Coordinate physical security, emergency preparedness, and life-safety activities with appropriate Firm stakeholders.
Maintain and coordinate updates to Emergency Action Plans, Life Safety and Fire Warden lists, emergency floor plans, and related documentation.
Coordinate updates to emergency and life-safety documentation following personnel moves, seating or occupancy changes, and floor plan modifications.
Support communication and distribution of current emergency preparedness and life-safety information.
Assist with physical security and life-safety initiatives and related documentation.
Perform additional duties and provide support for projects and initiatives as assigned.