Workplace Project Coordinator - Greater Boston Area

MovePlan•Boston, MA

3d•$65,000 - $80,000•Hybrid

About The Position

Join MovePlan and be part of a people-first workplace consultancy that has been delivering workplace change and relocation projects since 1986. We’re an ambitious, supportive, female-owned and led business where people are trusted to take ownership, solve meaningful challenges, and grow their careers. We value performance and potential and welcome people from all backgrounds. You’ll work across industries, supported by experienced colleagues, mentors, and training, with strong benefits, competitive time off, and the flexibility of a hybrid, highly mobile work environment. You’ll support workplace change and relocation projects for MovePlan’s growing client base across financial services, media & tech, pharma & healthcare, education, and public services. Working alongside the MovePlan project lead, you’ll take ownership of assigned responsibilities and defined workstreams, helping deliver projects grounded in industry best practices. As you develop in the role, you’ll be expected to identify next steps, maintain momentum, and work with decreasing oversight while knowing when to seek guidance or escalate an issue. You’ll work in a hybrid capacity, balancing on-site requirements with occasional work-from-home opportunities and travel within and outside the region. You’ll contribute to high-quality, value-added client project delivery while building strong relationships with clients, stakeholders, vendors, and the wider MovePlan team.

Requirements

1+ years’ experience supporting or coordinating projects
Strong organization, attention to detail, time management, and written communication skills
Ability to manage multiple priorities, deadlines, actions, and project data accurately
Strong communication and presentation skills, with confidence engaging clients, stakeholders, and vendors at all levels
Practical problem-solving skills and the ability to identify issues and escalate appropriately
Proficiency in Microsoft Office, including Excel, PowerPoint, and Teams.
Takes ownership of assigned responsibilities and defined workstreams, following through on commitments
Shows initiative by identifying next steps and working with decreasing oversight as capability grows
Leads within their remit through effective coordination, communication, reliability, and credibility
Uses sound judgment to address issues within their responsibility and knows when to escalate
Builds trusted relationships and collaborates effectively across client and cross-functional teams
Adapts to changing priorities and remains organized and composed in fast-paced or ambiguous environments
Receives, retains, and applies constructive feedback to future work without requiring repeated direction
Brings a positive, team-oriented approach while remaining accountable for individual responsibilities
Willingness to travel and work occasional weekends when project delivery requires it.

Nice To Haves

Workplace, relocation, change management, or occupancy project experience
Consulting, professional services, corporate real estate, facilities, or hospitality experience
Experience coordinating multi-stakeholder activities or third-party vendors
Experience with stakeholder communications, engagement, events, workshops, or training
Experience using project management, data, or workplace technology platforms
Intermediate to advanced Excel skills, including creating formulas, charts, and data analysis to support project reporting and decision-making
Experience creating compelling presentation materials, with intermediate to advanced PowerPoint or similar skills and the ability to tailor content for different stakeholder audiences
Relevant Project Management, Change Management, or industry certification.

Responsibilities

Own assigned responsibilities and defined workstreams through completion, with accountability for quality and follow-through
Support project plans, activities, schedules, and deliverables, identifying next steps and maintaining momentum with decreasing oversight
Coordinate project activities and priorities across team members, stakeholders, and vendors within your assigned remit
Support on-site activities including conducting audits, inventories, and other activities that require a physical presence as directed by the project lead
Track actions, milestones, dependencies, and commitments, following through to completion.
Represent MovePlan confidently and professionally with clients and on client sites
Prioritize on-site project opportunities and activities where the space and project team allow for it
Build credibility through reliable coordination, clear communication, and consistent follow-through
Prepare for and support client, stakeholder, vendor, and internal project meetings, including agendas, actions, and meeting note documentation
Coordinate internal and external partners and vendors, communicating requirements and following up on commitments
Prepare and deliver stakeholder communications and presentations with guidance appropriate to the assignment.
Identify project issues, risks, and dependencies early and raise them with the appropriate project lead
Take action within your remit to support resolution and know when an issue requires escalation
Maintain accurate action, issue, risk, and decision tracking and follow through on agreed next steps.
Collect, maintain, and quality-check project data, documentation, inventories, and reporting
Perform on-site space audits, inventories, and other project assessments as required
Review your work before issue and take responsibility for accurate, complete, client-ready outputs
Receive, retain, and apply feedback to future work, demonstrating improvement without repeated direction.
Support on-site project activities, including occasional travel, weeknight, and weekend work when required
Complete internal MovePlan project and administrative responsibilities accurately and on time
Support business development through client relationships, networking, events and support for presentations.