Workplace Project Coordinator - Greater Philadelphia Area
About The Position
MovePlan is hiring a Workplace Project Coordinator to support workplace change and relocation projects for clients across financial services, media and technology, pharmaceuticals and healthcare, education, and public services. Working alongside a MovePlan project lead, the coordinator will own assigned responsibilities and defined workstreams, contribute to client project delivery, and build relationships with clients, stakeholders, vendors, and colleagues. The role involves coordinating project plans, schedules, activities, and deliverables; tracking actions and project controls; preparing communications and meeting materials; and supporting on-site audits, inventories, and other assessments. As capability develops, the coordinator is expected to identify next steps, maintain momentum with decreasing oversight, address matters within their remit, and escalate issues appropriately. The position is hybrid and highly mobile, balancing on-site work with occasional work-from-home opportunities and travel within and outside the region. Occasional weeknight and weekend work may be required for project delivery. MovePlan describes itself as a supportive, female-owned and led workplace consultancy that values ownership, growth, and inclusion.
Requirements
- At least 1 year of 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, including confidence engaging clients, stakeholders, and vendors at all levels.
- Practical problem-solving skills and ability to identify issues and escalate appropriately.
- Proficiency in Microsoft Office, including Excel, PowerPoint, and Teams.
- Ownership of assigned responsibilities and workstreams, with reliable follow-through on commitments.
- Initiative to identify next steps and work with decreasing oversight as capability grows.
- Sound judgment in addressing issues within the role’s remit and knowing when to escalate.
- Ability to build trusted relationships and collaborate across client and cross-functional teams.
- Ability to adapt to changing priorities and remain organized and composed in fast-paced or ambiguous environments.
- Ability to receive, retain, and apply constructive feedback without requiring repeated direction.
- 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
- Experience in workplace, relocation, change management, or occupancy projects.
- Experience in consulting, professional services, corporate real estate, facilities, or hospitality.
- 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 formulas, charts, and data analysis for 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; identify next steps and maintain momentum with decreasing oversight.
- Coordinate project activities and priorities across team members, stakeholders, and vendors within the assigned remit.
- Support on-site project activities, including audits, inventories, and other work requiring a physical presence.
- Track actions, milestones, dependencies, and commitments, and follow through to completion.
- Represent MovePlan professionally with clients and at client sites, and prioritize on-site project opportunities where appropriate.
- Prepare for and support client, stakeholder, vendor, and internal meetings, including agendas, action tracking, and meeting notes.
- Coordinate internal and external partners and vendors, communicate requirements, and follow up on commitments.
- Prepare and deliver stakeholder communications and presentations with guidance appropriate to the assignment.
- Identify project issues, risks, and dependencies early; take action within the assigned remit and escalate when appropriate.
- 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; review work for accurate, complete, client-ready outputs.
- Apply feedback to future work and demonstrate improvement without repeated direction.
- Complete internal project and administrative responsibilities accurately and on time.
- Support business development through client relationships, networking, events, and presentation support.
- Travel and work occasional weeknights and weekends when required for project delivery.
Benefits
- Competitive salary.
- Paid time off.
- Health insurance.
- Flexible spending account (FSA).
- Two-week sabbatical after five years.
- Birthday day off.
- Paid time off to volunteer or give back to an organization of choice.
- 401(k) with a company matching opportunity.
- Long- and short-term disability coverage.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
