Workplace Occupancy Planner

Mattel•El Segundo, CA

84d•$75,000 - $84,000•Onsite

About The Position

Mattel is seeking a highly organized, proactive, and customer-focused Workplace Occupancy Planner to join their Space Planning team within Global Operations. This role will support workplace planning initiatives across their El Segundo campus, including large-scale employee relocations, ongoing occupancy management, and future workplace projects. The ideal candidate thrives in a fast-paced environment, anticipates needs, and can balance operational execution with customer service. Strong communication, organizational, and project coordination skills are essential, along with a collaborative and solutions-oriented mindset. This role is highly cross-functional, requiring close partnership with leaders, HR, IT, Security, Workplace Operations, and external vendors to ensure smooth and efficient workplace changes with minimal disruption.

Requirements

Experience supporting occupancy planning, workplace operations, facilities coordination, move management, or related operational functions in a corporate environment.
Strong project management and organizational skills with the ability to manage multiple concurrent initiatives and deadlines.
Demonstrated ability to anticipate issues, think critically, and proactively problem-solve in a fast-paced environment.
Excellent verbal and written communication skills with the ability to interact professionally across all organizational levels.
Strong customer service mindset with the ability to navigate challenging conversations and deliver practical solutions.
Comfortable operating in evolving environments with shifting priorities and ambiguity.
High attention to detail and accuracy in data management and planning activities.
Ability to influence and coordinate across cross-functional teams without direct authority.
Ability to regularly walk the campus and support onsite operational coordination activities.
Bachelor’s degree preferred or equivalent combination of education and relevant experience.
3–5+ years of experience in occupancy planning, workplace operations, facilities coordination, project coordination, or related field preferred.

Nice To Haves

Experience using workplace occupancy and space planning systems, including CAD-based planning tools such as CADapult.
Experience supporting large-scale employee moves, renovations, restacks, or workplace transformation initiatives.

Responsibilities

Coordinate workplace occupancy planning activities, employee moves, and space management initiatives across multiple campus buildings.
Maintain accurate occupancy, seat assignment, and space utilization data using workplace occupancy and space planning systems.
Manage office and workstation inventory, vacancy tracking, and seating allocations.
Support strategic space planning initiatives tied to organizational growth, restructuring, consolidations, and workplace renovations.
Partner with Space Planning leadership to support occupancy strategies that optimize employee experience, operational efficiency, and space utilization.
Conduct regular space audits to ensure data accuracy and workplace standards are maintained.
Assist with workplace standards documentation, planning guidelines, and occupancy processes.
Support onboarding seating coordination and ongoing organizational space changes.
Lead coordination and execution of individual, team, department, and large-scale campus moves associated with renovations, restacks, growth, and organizational changes.
Develop detailed move plans, sequencing strategies, schedules, and communication plans.
Anticipate operational risks, dependencies, and downstream impacts associated with workplace changes and proactively drive resolutions.
Coordinate with HR, IT/AV, Security, Facilities, Workplace Operations, and vendors to align move logistics and readiness activities.
Support move-day operations onsite, ensuring issues are resolved quickly and professionally.
Track project milestones, action items, and stakeholder deliverables.
Coordinate with external moving vendors and service providers.
Serve as a trusted point of contact for employees, executive assistants, people leaders, and business stakeholders regarding workplace changes and occupancy requests.
Communicate move expectations, timelines, workplace guidelines, and operational impacts clearly and professionally.
Deliver a high level of customer service while balancing operational constraints, workplace standards, timelines, and business priorities.
Build strong cross-functional relationships and maintain a calm, solutions-oriented approach in high-pressure situations.
Support change management efforts tied to workplace transitions and employee onboarding into renovated spaces.
Respond to workplace requests and inquiries with professionalism, responsiveness, and sound judgment.
Identify opportunities to improve occupancy planning processes, move coordination workflows, and workplace data management practices.
Support reporting and metrics related to occupancy, utilization, move activity, and workplace trends.
Contribute to future campus planning initiatives and workplace experience enhancements.
Support development and refinement of workplace planning tools, templates, and communication materials.