Space & Occupancy Planning Program Manager

AAA • Costa Mesa, CA

4d • Onsite

About The Position

The Space Planning and Occupancy Program Manager is responsible for developing and implementing workplace space solutions that support organizational growth, operational efficiency, and employee needs. This role partners business leaders, Facilities, Project Management, HR, IT, and other stakeholders to manage headcount forecasting, occupancy planning, office relocations, departmental restacks, and workplace optimization initiatives. Key responsibilities include creating and maintaining architectural floor plans, workstation layouts, block and stack plans, and occupancy drawings using AutoCAD; managing occupancy data and workplace systems such as Serraview; conducting space audits; and analyzing utilization, vacancy, and forecasting data to provide strategic recommendations. The role also oversees furniture planning, vendor coordination, procurement reviews, installation management, and invoice validation to ensure compliance with workplace standards and budget requirements.

Requirements

• Advanced proficiency with AutoCAD strongly preferred , including the ability to independently create, modify , and maintain architectural floor plans, workstation layouts, block and stack plans, and occupancy drawings.
• Experience with Serraview or a comparable workplace management platform strongly preferred.
• Demonstrated proficiency in architectural and engineering drawings, workplace planning concepts, and office design standards.
• Working knowledge of ADA requirements, life safety standards, and applicable building codes as they relate to workplace planning and office layouts.
• Experience managing furniture vendors, reviewing quotations, validating labor estimates, and auditing invoices for pricing accuracy.
• Demonstrated knowledge of commercial office furniture systems, furniture specifications, installation methods, and workplace standards.
• Experience managing small to large employee moves, departmental relocations, and complex multi-phase restacks.
• Strong project management skills with the ability to manage multiple concurrent projects of varying size and complexity.
• Ability to independently develop migration plans, occupancy solutions, and move strategies with minimal supervision.
• Strong analytical skills with the ability to interpret occupancy, utilization , vacancy, and forecasting data and provide strategic recommendations.
• Excellent customer service, interpersonal, and relationship management skills.
• Ability to communicate effectively with all levels of the organization, including executive leadership.
• Proven ability to build strong relationships with internal business partners, landlords, architects, consultants, contractors, and vendors.
• Highly organized with exceptional attention to detail and the ability to prioritize multiple competing projects and deadlines.
• Self-motivated, proactive, and capable of identifying issues before they become problems while driving projects to completion with little direction.
• Strong verbal, written, and presentation skills.
• Assumes ownership of assignments and consistently drives work through successful completion.
• Ability to work independently while collaborating effectively as part of a cross-functional team.

Responsibilities

• Review and resolve planning forecast requirements, concerns, and issues.
• Partner with leadership to collect headcount forecasts and resolve discrepancies between leadership projections and departmental forecasts.
• Review and support department growth projections and long-range occupancy planning.
• Develop space planning options, block and stack plans, workstation layouts, and occupancy recommendations.
• Utilize AutoCAD to create, update, and maintain architectural floor plans, workstation layouts, office configurations, block and stack plans, and occupancy drawings for projects ranging from small office modifications to large-scale campus restacks.
• Ensure all space plans, workstation layouts, and drawing modifications comply with corporate workplace standards, ADA requirements, applicable building codes, and life safety requirements.
• Maintain accurate architectural drawings following moves, remodels, organizational changes, acquisitions, and capital projects.
• Perform tactical occupancy planning duties, including preparation of space options, recommendations, and migration strategies.
• Assist with move coordination by partnering with Facilities Management and Project Management teams to review, approve, and execute employee relocations, departmental moves, and restacks.
• Develop move sequencing, migration plans, and occupancy strategies for simple to highly complex moves while minimizing business disruption.
• Perform tracking and management of agreed-upon space and occupancy data within Serraview and other workplace technologies.
• Support the development of space solutions by analyzing occupancy, utilization , vacancy, and forecasting data.
• Contribute strategic planning ideas with other members of the Occupancy Planning team to resolve campus- and building-specific occupancy needs, concerns, and growth strategies.
• Develop and maintain corporate furniture standards, workstation layouts, and furniture specifications.
• Coordinate furniture procurement, installation, reconfigurations , and inventory management.
• Partner with furniture vendors to develop furniture layouts and value-engineered solutions while maintaining workplace standards.
• Review furniture proposals, quotations, labor estimates, freight charges, installation costs, and invoices to ensure pricing accuracy and compliance with negotiated contracts.
• Validate furniture installation labor hours and identify billing discrepancies before invoice approval.
• Coordinate furniture installations with project schedules and employee move activities.
• Manage data quality processes to ensure the accuracy of occupancy, vacancy, and utilization of data.
• Maintain the integrity of Serraview and other workplace management systems.
• Conduct routine space audits to verify occupancy assignments, space classifications, and architectural layouts.
• Review and validate space plans for accuracy and compliance with building standards.
• Review and support internal rent allocation processes.
• Produce occupancy, vacancy, utilization , move, and forecast reports for leadership.

Benefits

• Health coverage for medical, dental, vision
• 401(K) saving plans with company match AND Pension
• Tuition assistance
• Floating holidays and PTO for community volunteer programs
• Paid parental leave
• Wellness programs
• Employee discounts (membership, insurance, travel, entertainment, services and more!)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed