Occupancy Planner - Heredia, Costa Rica - CBRE

Descripción

JOB SUMMARY

The Occupancy Planner applies strong working knowledge of planning principles and IWMS tools to assist clients in appropriately managing their Real Estate portfolio.

This includes gathering client occupancy requirements for consolidation, growth, or relocation projects, and ensuring that space use is optimized and documented, while business needs are addressed effectively and efficiently.

This individual will provide space planning, data mining/analysis, reporting, and interpretation of space planning metrics to provide recommendations and proposed solutions for a client's occupancy needs.

ESSENTIAL DUTIES AND RESPONSIBILITIESThe essential duties and responsibilities include the following. Other duties and responsibilities may be assigned as business needs require. Become familiar with Buildingis core business and the services provided to our clients. Advanced understanding of planning terms and practices. Understanding of space measurement standards (such as BOMA or IPMS) as well as their application in IWMS tools. Be willing to learn different IWMS tools, and understand client-specific customization for these, in order to build up on the ability to extract required information for our clients. Ability to learn about downstream applications and APIs that relate to the data maintained in the IWMS tools. Track and report projected versus actual seat counts. Analyze and report on current, accurate,departmental-level occupancy information, maintain the planning database, and capture post-move project space assignments. Recommend and enforce space policies/standards, procedures, and protocols. Participate in audits (including seat assignments, occupancy, vacancy, labs, & equipment). Field verifying occupancy planning data as required. Develop Stack Plans, Block Plans, Test-fits & MACs (Moves, Adds, Changes). Provide strategic perspective and oversight of standards, master planning, and work style guidance to facilities, operational, design, and construction project teams. Develop, maintain, and report space allocation plans, and if applicable, issue space allocation reports. Analyze space requirements and provide conceptual space plans and recommendations to real estate team(s) and/or stakeholders. Prepare block or stack plans, charters, and move lists. Produce drawings and presentations for internal stakeholders and client-facing steering committee meetings (Workplace Managers, Business Unit Directors, Leadership, etc.) for review and feedback, involving project management staff as appropriate for move and construction services. Collaborate with other team members to gain business intelligence. Responsible for occupancy data within the system of record. May be required to manage space walks for validation and update of occupancy metrics. Partner with other departments on move and relocation sequencing and execution. Liaise with Change Management teams as needed. Make recommendations to Management on necessary space planning code changes and/or requirements and updates. Attend client meetings to collect requirements, and present findings and recommendations. Obtain approvals to proceed when required. Acts as a single point of contact for relevant systems/processes in subject teams and day-to-day functions. Solid communication and presentation skills. Translate data from multiple sources to easily understandable reports and presentations, both periodic and ad hoc, on space occupancy, workplace effectiveness and other benchmarks. Manage standards exceptions, identify, and ensure tactical requests are handled in accordance with established guidelines and plans. Collaborate with client representatives in delivering project goals and objectives. Be able to interact and negotiate effectively. Provide a single point of contact for data-related planning questions. Ensure planning is aligned with corporate guidelines, and that all scenarios maximize use of space. Some client account management, proposal/SOW writing and fee management skills preferred. Understand a range of corporate and institutional organization types, models, and variations. Be able to ask questions to quickly understand both the dynamics and mechanics of each client organization. Understand, develop, and apply workplace standards across an organization. Work with cross-functional teams and monitor data. Assist or lead pre and post occupancy studies and activities. Act as change advocate and advisor on pilots and initiatives, especially those involving non-traditional environments. Be prepared to provide change management guidance. Use AutoCAD to maintain accurate data & drawing records in applicable computer-aided facility management (CAFM) systems. Provide support for property management software. Using correct grammar, spelling and tone while corresponding with tool users in order to troubleshoot issues, offer guidance and provide solutions. This support can be provided via e-mail, IM, video, and/or in person (as-needed). Provide superior customer service with extreme attention to detail. Comply with and extend Quality Assurance procedures, including auditing records or a change control log to track work history. Contribute to Standard Operating Procedures playbook and documentation. Work onsite at the clients offices and represent Buildingi and the services provided to the client with the utmost professionalism. Contribute to Standard Operating Procedures playbook and documentation.

SUPERVISORY RESPONSIBILITIESNo formal supervisory responsibilities in this position. Provides informal assistance
QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and EXPERIENCEBachelor's degree (BA/BS) from a 4-year college or university. Master's degree preferred. Minimum three-year experience directly related to the delivery of strategic planning services; or equivalent combination of education and experience.
AutoCAD drawing experience is required.
CAFM software experience is preferred.

CERTIFICATES and/or LICENSESProfessional Registration in Architecture or Interior Design is preferred.
Certification in Corporate Real Estate, LEED or Facilities Management is preferred.

COMMUNICATION SKILLSExcellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable, and courteous service to customers. Ability to effectively present information.

FINANCIAL KNOWLEDGERequires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages,discounts, and/or commissions. Conducts basic financial analysis.

REASONING ABILITYAbility to comprehend, analyze, and interpret documents. Ability to solve problems involving several options insituations. Requires intermediate analytical and quantitative skills.

OTHER SKILLS and/or ABILITIESProficient with word processing, spreadsheet, desktop publishing, and CAD/CAFM software including MS Office Suite (MS Project, PowerPoint, Excel & Visio).Familiar with system furniture design and modular furniture while demonstrating knowledge and adherence to building regulations and health & safety guidelines.
Ability to provide efficient, timely, and reliable service to client(s). Ability to present information in an effective way. Ability to respond effectively to sensitive issues. Ability to collaborate, problem-solve and multi-task. Ability to adapt to change when necessary.

SCOPE OF RESPONSIBILITYDecisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines.
Responsible for setting own project deadlines.

Errors in judgment may cause short-term impact to co-workers andsupervisor.

EDUCATION and/or EXPERIENCE Bachelor's degree in Interior or Workspace Design, Construction Management, Organizational Psychology, Business Administration, Architecture, Facility Management, or a related discipline.

5-7 or more years of workplace design experience. Experience in business case development, project workflow coordination and working with enterprise teams to deliver project results.

One or more of the following:
space, occupancy, interior design, or furniture system selection. Minimum two years project management experience. Additional years of experience beyond the required years of experience may be substituted in lieu of a Bachelor's degree. Ability to understand complex ideas and communicate those ideas to others. Ability to self-start, and to solve problems individually and in a team setting.

LANGUAGE SKILLS Oral and written English is required. Ability to effectively present information and respond to questions in English both written and oral. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals using correct grammar and spelling. Ability to effectively present information and respond to questions from groups of managers and clients.