Technical Space Planner

Technical Space Planner

Leads the strategic planning and coordination of complex, high-impact laboratory projects across multiple product areas. Responsible for developing comprehensive project frameworks, including advanced data analysis, complex equipment integration, and critical infrastructure planning. Defines and aligns overarching project goals with organizational objectives, optimizing scope, timeline, and resource allocation. Oversees Product Area-specific reporting and analytics, providing critical insights to senior leadership. Serves as the primary liaison between cross-functional teams, facilitating seamless communication and project handoffs to the Project Manager Lead and Project Management team. Mentors junior planners and drives continuous improvement in lab planning methodologies and best practices.

Responsiblefor planning and coordination of multiple Lab projects, conceptualizing the preliminary requirements, including data gathering, equipment and infrastructure, identifying the goals, determining the scope and business case justification.  Manage the product area specific reporting, interface and hand-off to the PjM Team for implementation.

May be responsible for coaching and guiding junior occupancy planners for successful project implementation.

ESSENTIAL JOB DUTIES 

• Strategic Planning and Coordination: Lead campus-wide forecasting, test fits, and documentation. Collaborate with dedicated teams to obtain and refine scope on lab space requests, aligning with business and real estate goals. Provide advanced planning services: programming, analysis, equipment details, and comprehensive space solution development. Utilize sophisticated data analysis tools to generate and compare space solutions, presenting options, pros/cons, and recommendations.

• Project Framework Development: Ensure lab space planning activities comply with service line SLAs and client satisfaction targets. Implement milestone management, adherence to FDOB, status updates, and risk mitigation strategies. Monitor and review workload, developing plans to meet specific timelines and project deliverables. Obtain accurate requirements and set realistic expectations for end users.

• Cross-functional Liaison and Communication: Interface with Lab Project Management team for successful project handovers and updates. Establish and maintain relationships with client contacts and Lab Managers. Collaborate effectively with Project Management, Facilities Management, and other partner teams. Partner with Space Management Planning and Delivery pillars, providing visibility into lab activities and coordinating forecast data and headcount moves.

• Leadership and Mentorship: Train new hires or oversee their training. Work with junior Operations personnel to oversee data collection and coordination efforts. Act as a subject matter expert (SME) for the portfolio of lab spaces.

• Continuous Improvement and Innovation: Assess lab infrastructure and planning needs, measuring efficiency, effectiveness, and user experience. Propose changes to enhance user experience, quality, and delivery speed. Continually seek opportunities to increase customer satisfaction and deepen client relationships.

• Reporting and Data Management: Ensure the Lab project tracker is kept up-to-date with the most recent information and action items. Provide updates to maintain data accuracy for space, occupancy, and allocation. Log all activities into project tracking reports in Salesforce reporting tool.

• Resource Optimization: Maximize space efficiencies while implementing solutions aligned with organizational goals. Partner to ensure sufficient infrastructure capacities. Offer suggestions and highlight trends to aid management in real estate decisions.

• Involvement and oversight on campus-wide forecasting, test fits, documentation

• Interface with Lab PjM team for successful project handovers

• Coordinate with Lab PjM team to provide project updates for the project

• Ensure that the Lab project tracker is kept up to date with most recent information and AI’s 

• Train new hires (or assign a trainer and oversee it)

• Continually seek and capitalize upon opportunities to increase customer satisfaction and deepen client relationships

• Work with the dedicated CW team to collaborate and obtain scope on lab space requests within assigned area and group alignment to maximize space efficiencies, while implementing solutions in line with Business and Client

• Provide planning services in support of requested activities - programming, planning analysis, equipment details, space solution development inclusive of lab space plans,  furniture and equipment layouts, test fits, block plans and recommendations in a timely manner

• Establish and maintain relationships with Client contacts and Lab Managers to understand space requirements

• Collaborate and maintain effective working relationships with Project Management, Facilities Management, and other partner team members on all activities

• Utilize data analysis tools to generate space solutions and compare options to achieve a comprehensive view of the option outcomes. Present lab binders with all options, pros/cons, and recommendations. Partner to ensure sufficient infrastructure capacities

• Ensure lab space planning activities are executed in compliance with service line SLAs and client satisfaction targets. Milestone management, adherence to FDOB, status updates and risk mitigation are required steps in the planning of lab projects

• Act as a SME for your portfolio of lab spaces. Understand how these spaces are being utilized and offer suggestions and highlight trends that aids management in their real estate decisions

• Monitor and review workload and develop plan for identifying and meeting specific timelines and project deliverables; manage and conduct regular meetings with internal team and client stakeholders to maintain schedules and timelines for completion of phases of work

• Ensure the scope and schedule are monitored for consistency and work to resolve issues with appropriate team members

• Obtain accurate requirements and correctly set expectations with what is possible and what the end user should expect and when. 

• Provide updates to ensure data accuracy for space, occupancy and allocation

• Collaborate in the assessment of lab infrastructure and planning needs, measuring environment efficiency, effectiveness, and experience, while proposing changes that aid in the user experience, quality, and speed to deliver

• Partner with the Space Planning, CAFM Operations, and Delivery pillars. Provide visibility to lab activity and highlight net new spaces and allocation changes. Hold regular meetings to obtain Planning Team forecast data and Delivery Team headcount move activity

• Work with other team members to oversee data collection and coordination efforts for labs on an established schedule as needed

REQUIREMENTS

• Bachelor’s degree in architecture, design, construction management, or a related field

• 7-10 years of related work experience in facilities management, Lab space planning, and/or corporate real estate environment preferred

• Extensive experience with large-scale campus and portfolio-wide strategy and occupancy planning projects

• Expert-level proficiency in interpreting architectural, MEP, furniture, and equipment prints; knowledge of basic MEP standards and building codes

• In-depth understandingof construction industry terminology, documentation, design disciplines, and local permitting processes

• Advanced skills in G-Suite, AutoCAD, MS Office, CAFM, occupancy planning software, and space data management solutions

• Demonstrated ability to thrive under pressure and lead teams in a fast-paced environment

• Exceptional attention to detail with strategic prioritization skills

• Established a track record of delivering outstanding customer service and building long-term client relationships

• Superior interpersonal, oral, and written communication skills, including the ability to present complex information to diverse audiences

• Ability to mentor junior staff and contribute to the development of best practices in lab planning

EDUCATION/EXPERIENCE/TRAINING:

• Bachelor’s Degree required

• Specify preferred major: Facility Management, Space Planning, Architecture 

WORK EXPERIENCE:

• 7-10 years of related work experience in facilities management, Lab space planning, and/or corporate real estate environment preferred

• Specialized knowledge / skills: 

• Ability to understand/interpret prints - MEP,  schematics, furniture & equipment, knowledge of  

• Solid understanding of the construction industry, terminology, codes, documentation, and design disciplines, permitting requirements/process within specific jurisdiction

• Advanced knowledge of Microsoft Office, G-Suite, AutoCAD experience, etc.

• Strong organization with proven leadership and interpersonal skills

• Ability to perform duties under deadline pressure in a fast-paced, high volume environment

• Detail oriented and thorough

• Proven record of providing excellent internal and external customer service

• Excellent oral and written communication skills, including presentation skills

• Must be able to lead vendors or contracted crews through a lab Move, Add, or Change

PHYSICAL DEMANDS/ENVIRONMENTAL WORK CONDITIONS:

• Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day

• May involve periods of standing, such as operating at a copier/fax/scanner.

• Regularly required to talk, hear, and use hands and fingers to write and type.

• Ability to speak clearly so others can understand you.

• Ability to read and understand information and ideas presented orally and in writing.

• Ability to communicate information and ideas in writing and orally so others will understand.

• Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer displays.