Space Occupancy Planner

6 months ago

Ottawa, Canada BGIS Full time

**ABOUT US**

**SUMMARY**

The **Space/Occupancy Planner **ensures the effective management of space occupied by an assigned Client, assists in developing strategic occupancy plans & forecasts and develops options to achieve client occupancy needs. The Planner provides options with timelines, estimated cost and development scope. Options are developed in support of occupancy planning and in response to Client business needs. The incumbent works with internal BGIS, Client and consultant resources, as required, to ensure timely, successful implementation of space & occupancy planning objectives and initiatives.

**KEY DUTIES & RESPONSIBILITIES**

**Occupancy Planning**
- Baseline existing facilities to determine square footage (rentable and useable) and lease terms and expirations.
- Identifies priority needs or planned changes, relocation or renewals, as needed in support of achieving Client business needs.
- Prioritization and plans are made in alignment with overall occupancy and space standards and strategies.
- Develops short
- and long-range facility utilization plans, including space and headcount forecasting and space allocations having regard to reducing cost of space to the Client and ensuring that existing vacancies are utilized before additional commitments are made.
- Creates “What If” scenario planning, portfolio/space modelling as required.
- Produces 3D renderings / visualizations / presentations.

**Occupancy Reporting/Analysis**
- Analyzes the CAFM system outputs, evaluates current space usage in relation to cost, standards, strategic and Client business drivers.
- Prepares studies and reports outlining facilities plans for consultation and recommendation with the Client.
- Analyzes cost / benefit to client group for proposed changes and makes recommendations based on what is best for the Client.
- Ensures proper and timely project
- and administrative-related reporting and systems inputs.

**Continuous Improvement**
- Identifies situations which represent opportunities for significant cost savings and Client business improvements and makes appropriate recommendations.
- Liaises with necessary divisions within BGIS and the Client Group to initiate the implementation of approved plans / changes to space (i.e. leasing, design, project management, and finance).
- Works with appropriate parties (Project Management, Client Services, and Client and contractor resources) to ensure continuous improvement and successful delivery of space planning needs.

**Other**
- Manages expectations and needs of Client user groups without compromising Client or BGIS objectives.
- Incorporates sustainable practices, where practical, into space planning delivery, in accordance with BGIS processes.
- Performs other duties, as assigned.

KNOWLEDGE & SKILLS
- Ability to create 3D renderings and visualizations / presentations.
- Experience in facilities office planning and general knowledge of real estate business.
- General understanding of leasing structures.
- Strong working knowledge of project management, design, move management, construction and scheduling as well as knowledge of various furniture systems, interiors, materials, and finishes.
- Knowledge of and experience with industry standards and regulations.
- Strong organizational and time management skills. Ability to manage multiple assignments simultaneously.
- Results-oriented.
- Strong client service / management skills.
- Strong interpersonal skills.
- Excellent verbal and written communication skills, including presentation, documentation and report writing skills.
- Strong analytical, problem solving and conflict management skills.
- Ability to assist with RPF bid document submissions.
- Develop client case studies for marketing materials.
- Thorough knowledge of building code.
- IWMS and/or space management tool for occupancy planning.

**Licenses and/or Professional Accreditation**
- Interior Design is required.
- NCIDQ, LEED AP, BCIN, MCR, Bill 124 would be considered an asset.

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