Occupancy Specialist

Simpson Thacher & Bartlett•New York, NY

1d•Hybrid

About The Position

The Occupancy Specialist supports workplace planning, occupancy management, and real estate operations for the New York Office. The role maintains workplace data and planning documentation, coordinates space and visitor-office needs, prepares reporting, and supports stakeholders to strengthen operational efficiency and inform workplace decisions. The specialist partners with assistants, IT, building management, external vendors, GREWS team members, Facilities, and other stakeholders to anticipate needs, coordinate resources, and uphold workplace standards. The position also contributes to the development of a structured, data-driven workplace planning function. The role coordinates workplace and occupancy activities; processes space requests, seating assignments, moves, and occupancy changes; and maintains plans, floor plans, charts, databases, and records. It prepares and validates utilization and space-planning data, reports, dashboards, analyses, and summaries. The specialist coordinates stakeholder requests, onboarding and offboarding logistics, communications, workplace projects, office moves, deliveries, and reconfiguration initiatives, while tracking milestones and follow-up. The position also supports administrative processes and coordinates physical security, emergency preparedness, life-safety activities, and associated documentation, including Emergency Action Plans and emergency floor plans.

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, documenting them accurately and promptly.
Maintain current occupancy plans, floor plans, seating charts, workplace databases, and planning records.
Monitor personnel and occupancy changes and update relevant workplace systems and documentation.
Support global occupancy initiatives through planning, coordination, reporting, and data maintenance.
Maintain accurate 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.
Maintain organized planning documentation and supporting materials for operational reference, reporting, and audit readiness.
Coordinate workplace and space-related requests, clarify requirements, and route requests through review, approval, and implementation processes.
Communicate request status, next steps, requirements, and workplace changes to stakeholders.
Support employee onboarding and offboarding by coordinating communications, workplace requirements, and logistical arrangements.
Prepare and coordinate notices related to visitors, employee arrivals and departures, relocations, and other workplace activities.
Track requests through completion and provide timely follow-up.
Coordinate logistics, documentation, scheduling, and status tracking for workplace planning projects, office moves, relocations, and reconfigurations.
Coordinate office moves, furniture deliveries, and related workplace logistics with stakeholders and service providers.
Track project milestones, deliverables, outstanding items, dependencies, and follow-up activities.
Prepare meeting materials, project updates, notes, and action items.
Partner with GREWS team members, Facilities, IT, and other stakeholders to support project implementation and workplace operations.
Support special projects and other workplace initiatives as needed.
Support the development and maintenance of workplace planning processes, procedures, templates, and operational standards.
Provide scheduling, coordination, communication, and administrative support for GREWS operations and related initiatives.
Perform assigned activities in accordance with Firm processes and procedures, escalating issues as appropriate.
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.
Update emergency preparedness 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.