Workplace Occupancy & Space Planner - Gaithersburg, MD

Job Description

Job Description

Join MovePlan and you’ll be part of a people-first business that’s been doing workplace change the right way since 1986.

For 40 years, we’ve built a culture where people are supported to do their best work, grow fast, and take real ownership. You’ll have the chance to work across different industries, solve meaningful challenges, and build your career in a way that feels exciting—not boxed in.

MovePlan is ambitious, supportive, and built for development. We’re also female owned and led, and diversity, equity and inclusion are part of who we are. We hire and reward based on performance and potential, and we welcome people from all backgrounds.

We take care of our people with strong benefits, competitive time off, and flexible working —something we’ve done long before “hybrid working” became the norm. You’ll also have access to the right mentors, teams, and training to help you grow and thrive in a fast-paced highly mobile industry.

Company benefits

• Competitive salary, paid time off, health insurance, FSA
• 2-week sabbatical after 5 years
• Birthday day off
• Paid time off to volunteer or give back to an organization you care about
• 401k with a company matching opportunity
• Long and Short-Term Disability

What You’ll Be Doing

As a Workplace Occupancy & Space Planner , you will join our on-site team and work alongside the occupancy and space planning lead at one of our client locations. You will help manage workplace occupancy data, translate business demand into actionable space planning insights, and support the development of occupancy strategies across a complex, multi-building campus.

This role combines occupancy planning, workplace analytics, space utilization, scenario planning, and CAFM/IWMS administration . You will maintain accurate supply-and-demand data, develop occupancy reporting and dashboards, support block and stack planning, and provide analysis that enables informed decisions about workplace capacity, allocation, moves, and future space requirements.

Working as an embedded resource, you will represent MovePlan while partnering closely with client business units, Facilities, Real Estate, Human Resources, Finance, IT, project teams, and external vendors. Your ability to connect data, workplace strategy, and operational execution will be essential to delivering high-quality outcomes for the client.

The position requires an on-site presence in Gaithersburg and Rockville, Maryland , with occasional opportunities to work from home. You may occasionally be required to travel between buildings on the client’s campus and work nights or weekends when moves or field activities are in progress.

You will be part of a team of MovePlan professionals committed to delivering high-quality, value-added occupancy, workplace, and move management services in a dynamic and collaborative environment.

Your Responsibilities

Your responsibilities will include, but not be limited to:

• Occupancy Data Management : Maintain accurate, current, and well-governed occupancy data, including headcount, organizational assignments, seating capacity, vacant and assigned space, departmental allocations, and workplace attributes.
• Supply-and-Demand Analysis : Maintain and analyze workplace supply-and-demand models, incorporating current occupancy, approved headcount, forecast demand, growth assumptions, attrition, hybrid-work considerations, utilization data, and business planning inputs.
• Occupancy Reporting and Dashboards : Prepare recurring and ad hoc occupancy reports using Microsoft Excel, Power BI, and other reporting tools . Develop clear dashboards and data visualizations that communicate trends, risks, opportunities, capacity constraints, and planning recommendations.
• Space Utilization Analysis : Monitor and evaluate space utilization, seat availability, occupancy trends, utilization rates, vacancy, density, departmental space allocations, and other workplace performance indicators.
• Scenario Planning : Support the development of workplace scenarios that assess future headcount demand, seating strategies, occupancy targets, restacking options, consolidation opportunities, swing space, and other business or portfolio requirements.
• Block and Stack Planning : Develop and maintain block plans, stack plans, adjacency studies, neighborhood concepts, and high-level space allocation scenarios to support workplace planning and decision-making.
• Headcount Forecasting : Coordinate the collection, validation, reconciliation, and ongoing maintenance of headcount forecast data. Identify data gaps, inconsistencies, and process improvement opportunities.
• CAFM/IWMS Administration : Support the administration and ongoing improvement of workplace CAFM/IWMS platforms, including data maintenance, space records, organizational assignments, reporting structures, floor plans, occupancy attributes, and system workflows.
• Data Quality and Governance : Establish and maintain data quality controls, standard definitions, validation processes, and documentation to improve confidence in occupancy and space planning outputs.
• Field Verification : Participate in periodic field surveys and physical verification activities to validate seating, occupancy, floor plan information, departmental assignments, assets, and space conditions.
• Move Coordination and Project Support : Support workplace moves, restacks, churn activities, project administration, communications, schedules, issue tracking, and coordination with internal stakeholders and vendors.
• Asset Tracking : Support the tracking and management of workplace assets, furniture, equipment, and related inventory in alignment with client processes and system requirements.
• Stakeholder Engagement : Build effective relationships with business partners and service providers. Gather requirements, clarify assumptions, communicate findings, and present occupancy and space planning information in a clear and practical manner.
• Process Improvement : Identify opportunities to improve data collection, reporting, forecasting, system use, planning workflows, and the overall delivery of occupancy and space planning services.
• General Project Administration : Maintain project documentation, action logs, planning materials, meeting outputs, schedules, and other administrative deliverables with a high degree of accuracy and attention to detail.

The Environment

This role is part of an established team providing occupancy planning, workplace strategy, space planning, and move support for a pharmaceutical-based client. The client operates a dynamic, multi-building campus in Gaithersburg and Rockville, Maryland, with more than 5,000 occupants .

As an embedded resource, you will work directly with the client’s site operations team while developing trusted relationships with internal business partners, facilities and real estate stakeholders, business leaders, project teams, and vendors. The role requires someone who is comfortable working with changing priorities, complex data, multiple stakeholders, and evolving workplace requirements.

You must be flexible, self-motivated, organized, and comfortable working on-site. The role may require occasional evening or weekend support during move activities, as well as travel between buildings to complete field verification, planning, or operational activities.

Essential Qualifications and Skills

You should have the following experience and capabilities:

• Occupancy Planning Experience : Demonstrated experience in workplace occupancy planning, space planning, corporate real estate, facilities planning, workplace strategy, or a related discipline.
• Workplace Data and Analytics : Experience working with complex datasets, integrating multiple data sources, analyzing trends, identifying data quality issues, and converting data into practical workplace insights.
• Occupancy Reporting : Experience preparing occupancy reports, capacity analyses, utilization metrics, dashboards, and management-level presentations.
• Supply-and-Demand Planning : Experience developing or maintaining headcount forecasts, space demand models, capacity assessments, allocation strategies, or related workplace planning analyses.
• Block and Stack Planning : Experience developing block plans, stack plans, adjacency plans, scenario studies, or high-level space allocation concepts.
• Scenario Planning : Experience evaluating alternative workplace scenarios and communicating the operational, spatial, and business implications of planning options.
• Excel and Power BI : Advanced proficiency with Microsoft Excel , including data cleansing, pivot tables, lookups, formulas, data modeling, and analytical reporting. Experience developing dashboards and visualizations in Microsoft Power BI is strongly preferred.
• CAFM/IWMS Knowledge : Experience administering, maintaining, or using a real estate CAFM/IWMS platform, workplace management system, occupancy database, or asset management system. Candidates with strong systems aptitude and the ability to learn new platforms will also be considered.
• Data Governance : Understanding of data definitions, validation, reconciliation, documentation, quality assurance, and the importance of maintaining a reliable source of truth for occupancy planning.
• Communication : Strong written and verbal communication skills, with the ability to explain analytical findings and planning recommendations to both technical and non-technical stakeholders.
• Project Coordination : Experience coordinating multiple activities, stakeholders, deliverables, and deadlines in a workplace, facilities, real estate, or project environment.

You should also demonstrate the following professional attributes:

• Strategic and critical thinking
• Strong analytical and problem-solving skills
• High attention to detail and commitment to data accuracy
• Ability to manage multiple priorities and deadlines
• Self-motivation and initiative
• Adaptability in a changing workplace environment
• Collaborative and team-oriented working style
• Ability to influence stakeholders through evidence-based recommendations
• Strong organization, follow-through, and accountability
• Professional judgment and discretion when handling business and workforce information

Desirable Qualifications and Skills

It would be favorable, but not required, to have:

• Space Planning Tools : Experience with AutoCAD, Revit, Archibus, iOffice, Manhattan, Planon, Serraview, FM:Systems, IWMS platforms, or similar workplace planning and visualization tools.
• Space Planning & Architectural Experience : Experience developing test fits, space plans, departmental layouts, seating plans, adjacency studies, or workplace standards.
• Workplace Strategy : Understanding of workplace strategy, portfolio planning, hybrid work models, activity-based working, neighborhood planning, density, utilization, and experience-based workplace principles.
• Move Management : Experience planning or supporting commercial real estate moves, restacks, churn programs, occupancy transitions, or change management activities.
• Process Improvement : Experience applying process improvement, workflow optimization, data automation, or reporting standardization to workplace or real estate processes.
• Data Visualization and Automation : Experience with Power Query, Power Pivot, SQL, data integration, dashboard automation, or other tools that improve the efficiency and consistency of analytical reporting.
• Stakeholder Facilitation : Experience leading workshops, gathering business requirements, resolving conflicting priorities, or facilitating planning decisions.
• Professional Affiliations : Membership in organizations such as CoreNet Global, IFMA, CREW, or a similar workplace, facilities, or corporate real estate organization.
• Emerging Technology : Experience using AI-enabled tools, including ChatGPT or similar applications, to support analysis, documentation, process improvement, or workplace planning activities, subject to applicable client and company requirements.
• Relevant Education : A degree, certification, or equivalent experience in workplace strategy, corporate real estate, facilities management, architecture, interior design, business analytics, project management, urban planning, or a related field.

Why MovePlan?

• We’ve spent 40 years supporting some of the world’s most recognized organizations — including Microsoft, Warner Bros Discovery, Citizens Bank, AstraZeneca and GSK — to deliver workplace change, relocation, and space optimization.
• What makes us different is our people. We combine deep expertise with real insight into how people work, how teams behave, and what workplaces need to succeed now and in the future.
• If you want a role where you’ll be trusted, stretched, supported, and able to grow — MovePlan is the place to do it.

Diversity & Inclusion

• We’re a boutique business with a global outlook. Our people come from many cultures and backgrounds, and we’re proud of that. We want everyone at MovePlan to feel welcome, included, and able to be themselves—every day.