Occupancy Specialist

The Occupancy Specialist plays a key role in supporting workplace planning, occupancy management, and real estate operations for the New York Office. Through accurate workplace data management, space and visitor office coordination, planning documentation, reporting, and stakeholder support, the role helps strengthen operational efficiency and enable informed workplace decisions.

The Occupancy Specialist partners closely with assistants, IT, building management, and external vendors to anticipate needs, coordinate resources, and maintain workplace standards that support a seamless and efficient office experience. This position also supports the continued development of a structured, data-driven workplace planning function while expanding expertise in occupancy management and workplace operations.

Job Responsibilities:

Workplace Planning & Occupancy Coordination

Coordinate workplace planning and occupancy activities in accordance with established Firm policies, standards, and planning protocols.

Process space requests, seating assignments, office moves, and occupancy changes, ensuring accurate and timely documentation.

Maintain current occupancy plans, floor plans, seating charts, and workplace databases to support space planning, operational needs, and informed decision-making.

Monitor personnel and occupancy changes and ensure corresponding updates are reflected in workplace management systems and planning documentation.

Support global occupancy initiatives, including planning, coordination, reporting, data maintenance, and other workplace requirements as needed.

Data Management & Reporting

Maintain accurate and current workplace, occupancy, utilization, and space-planning data across applicable systems, planning tools, and source documents.

Prepare reports, dashboards, analyses, and summaries to provide leadership with visibility into space requirements, occupancy changes, utilization trends, and planning needs.

Review and validate data, identify discrepancies, and coordinate necessary corrections to promote data integrity and reporting accuracy.

Maintain organized planning records, documentation, and supporting materials to facilitate operational reference, reporting, and audit readiness.

Stakeholder Support & Customer Service

Serve as a responsive point of coordination for workplace and space-related requests, inquiries, and follow-up activities from internal stakeholders.

Gather and clarify workplace requirements and coordinate requests through the appropriate review, approval, and implementation processes.

Provide clear and timely communication regarding request status, next steps, requirements, and workplace changes.

Support employee onboarding and offboarding by coordinating stakeholder communications, workplace requirements, and logistical arrangements associated with personnel arrivals and departures.

Prepare and coordinate notices and communications related to visitors, employee arrivals and departures, relocations, and other workplace activities.

Track requests through completion to promote timely follow-up and consistent service experience.

Project Coordination

Coordinate logistics, documentation, scheduling, and status tracking for workplace planning projects, office moves, relocations, and reconfiguration initiatives.

Coordinate office moves, furniture deliveries, and related workplace logistics in partnership with internal stakeholders, service providers, and other appropriate parties.

Track project milestones, deliverables, outstanding items, dependencies, and follow-up activities to support timely and organized execution.

Prepare meeting materials, project updates, notes, action items, and related documentation as needed.

Partner with GREWS team members, Facilities, IT, and other stakeholders to support coordinated project implementation and workplace operations.

Provide support for special projects and other workplace initiatives as business and operational needs arise.

Process & Administrative Support

Support the development, maintenance, and consistent application of workplace planning processes, procedures, templates, and operational standards.

Maintain organized and accurate records related to space requests, approvals, personnel moves, occupancy changes, planning decisions, and other workplace activities.

Provide scheduling, coordination, communication, and administrative support for GREWS operations and related initiatives.

Ensure assigned activities are performed in accordance with established Firm processes and procedures, escalating issues to appropriate parties as necessary.

Identify opportunities to enhance workflow consistency, documentation quality, data accuracy, and operational efficiency.

Perform additional duties and provide support for various projects and initiatives as assigned.

Physical Security, Emergency Preparedness & Life Safety

Coordinate physical security, emergency preparedness, and life-safety activities in partnership with appropriate Firm stakeholders.

Maintain and coordinate updates to Emergency Action Plans (EAPs), Life Safety and Fire Warden lists, emergency floor plans, and related documentation.

Coordinate updates to life-safety and emergency preparedness documentation resulting from personnel moves, seating changes, occupancy changes, and modifications to floor plans.

Support the communication and distribution of current emergency preparedness and life-safety information to appropriate stakeholders.

Assist with physical security and life-safety initiatives and related documentation to support established Firm requirements and procedures.

Education Requirements:

Required

High School diploma or GED equivalent

Minimum 4+ years of administrative, facilities, workplace, project coordination, or related operational experience.

Strong organizational and time-management skills, with the ability to manage multiple priorities and maintain attention to detail.

Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.

Strong written, verbal, and interpersonal communication skills.

Preferred

Associate or Bachelor’s degree

Experience supporting workplace planning, facilities management, occupancy management, or corporate real estate operations.

Familiarity with workplace management, CAFM/IWMS, CAD, or occupancy management systems.

Experience coordinating projects, tracking deliverables, and maintaining operational records.