Planner I, Space & Occupancy Planning

Colliers International•Grand Rapids, MI

34d•Hybrid

About The Position

The Space & Occupancy Planner I plays a crucial role in maintaining accurate space, occupancy, and headcount data, as well as supporting portfolio planning activities across the global real estate portfolio. This role is responsible for IWMS accuracy, data governance support, annual audit coordination, and providing regional planning and space support, including oversight of a major regional hub and headquarters environment. The Space & Occupancy Planner I partners closely with the IWMS & Database Lead, site contacts, facilities partners, and workplace stakeholders to ensure information is current, reliable, and aligned to client standards. Responsibilities include supporting site audit cycles, updating space records and plans, preparing basic test fits for small requests, and troubleshooting discrepancies. The Planner I will also support churn and move coordination by ensuring space updates are accurately reflected in the IWMS and documented according to established workflows and governance processes. This role requires exceptional attention to detail, comfort working in systems, strong organizational skills, and the ability to coordinate stakeholders across multiple locations to maintain data integrity and support proactive space and occupancy planning needs.

Requirements

Bachelor's degree in a relevant field (e.g., Architecture, Interior Design, Facilities/Real Estate, Engineering, Workplace Strategy, Business Analytics, or related discipline) required
Strong proficiency in Microsoft Office suite, including Excel (pivot tables, lookups, formulas), PowerPoint, Word, and Teams
Ability to read and interpret architectural drawings; familiarity with AutoCAD or Revit and basic space planning concepts preferred
Understanding of workplace terminology, space classifications, occupancy models, and furniture/fixture layouts
Experience working in an IWMS/CAFM platform (Planon preferred; Serraview, Tririga, Archibus, Manhattan, or similar is beneficial)
Strong analytical, problem-solving, and critical-thinking skills, with the ability to validate data, identify discrepancies, and apply logic to space and occupancy scenarios
Highly organized and detail-oriented, with the ability to maintain accurate data, documentation, and workflow tracking
Demonstrated ability to manage multiple priorities, meet deadlines, and support structured governance processes
Strong interpersonal and communication skills, including the ability to coordinate with site contacts and internal partners across regions and functions

Responsibilities

Maintain accurate space, occupancy, and headcount data within the IWMS and ensure updates follow established governance and naming conventions
Conduct routine data reviews and validations, confirming accuracy of space assignments, business group coding, seat allocations, and occupancy classifications
Upload and manage architectural drawings and updates; review plans to ensure alignment between as-builts and IWMS data
Support the annual global space audit cycle by coordinating with site contacts, verifying data submissions, tracking progress, and resolving discrepancies
Provide guidance and support to site contacts to ensure consistency and compliance with audit and data standards
Assist with space requests and move/churn activities by preparing basic test fits and seating plans, validating capacity, and documenting changes
Serve as a primary planning and data support contact for assigned region(s), including headquarters operations
Update IWMS to reflect completed moves and space changes, track requests, follow-ups, and approvals
Participate in stakeholder meetings, capture follow-ups, and communicate status updates and deadlines
Identify and recommend opportunities to streamline audit workflows, IWMS processes, and data validation steps
Collaborate with Facilities, Workplace, PMO, and Technology partners to support space planning updates and data accuracy
Support SOP and template updates, ensuring repeatable and scalable processes across planning and audit activities

Benefits

Employees (and their families) are provided options for employer subsidized medical benefits including RX, dental, vision as well as employer paid basic life/AD&D insurance and short-term/long-term disability.
Employees are able to enroll in our company's 401k plan, which includes an employer match.
Employees will also receive 10 days of sick leave and a minimum of 15-days vacation annually.
Certain senior-level roles are eligible for unlimited time off.
Employees will also enjoy 10 paid holidays plus two personal flex days throughout the calendar year.
Twelve weeks (for birth parents) and 4 weeks (for non-birth parents, including adoptive/foster parents) of paid parental leave will also be available for use after successful completion of 90 days of employment.
Individuals may be eligible for different or additional benefits under applicable state law.

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