Workplace Project Coordinator

Overview

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.

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

Role summary

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.

What you’ll be doing

Project Coordination & Delivery

• 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.

Client, Stakeholder & Vendor Coordination

• 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.

Risks, Issues & Follow-Through

• 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.

Quality & Project Controls

• 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.

MovePlan & Business Contribution

• 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.

What you’ll need

Project Delivery & Technical Capabilities

• 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.

Professional Capabilities

• 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.

Additional Experience We Value

• 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.

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.