Project Coordinator- Facilities & Space Planning Coordinator

Job Summary

The Facilities and Space Planning Coordinator supports workplace planning and facilities operations by coordinating moves, tracking service requests, managing space data, and facilitating communication between customers, contractors, and internal teams. This hybrid role works closely with senior planning and facilities leadership to ensure timely execution of moves, furniture updates, signage installation, and workspace modifications. The position requires strong organizational skills, attention to detail, analytical capabilities, and the ability to represent the facilities and real estate team in a professional, customer-facing capacity.

Job Responsibilities

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  Monitor and track incoming workload through the work management system and internal tracking tools.

  
  
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  Maintain spreadsheets and reports for job categories including moves, desk reassignments, signage, equipment, and related requests.

  
  
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  Order materials and equipment and track delivery and installation status.

  
  
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  Coordinate and oversee office moves and related logistics.

  
  
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  Schedule and coordinate calendars for moving furniture, equipment, and personal belongings.

  
  
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  Update service tickets, enter notes, and process closeouts in the work management system.

  
  
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  Support furniture systems and workspace configurations as needed.

  
  
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  Update space management databases to reflect seating assignments and space changes.

  
  
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  Order and coordinate signage updates, ensuring accuracy and collaboration with facilities operations for installation.

  
  
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  Create tables, reports, and summaries based on operational data.

  
  
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  Assign work to movers for tasks including relocations, shredding swaps, installations, and materials management.

  
  
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  Monitor work logs and timesheets for moving teams and provide totals for leadership review and approval.

  
  
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  Meet with customers to clarify workspace needs and provide status updates.

  
  
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  Inspect furniture and workspace areas to determine repair or replacement needs.

  
  
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  Ensure all customer communications reference appropriate ticket numbers for tracking.

  
  
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  Assist management staff with documentation, scanning, copying, and administrative support as needed.

  
  
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  Coordinate efforts between operations and planning teams to ensure efficient workflow.

  
  
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  Prioritize and expedite tasks to meet deadlines and service expectations.

  
  

Job Requirements

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  Strong written and verbal communication skills with the ability to interact professionally with customers and leadership.

  
  
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  Proficiency in Microsoft Excel and PowerPoint.

  
  
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  Strong analytical and organizational skills.

  
  
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  Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

  
  
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  Experience with work order or facilities management systems preferred.

  
  
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  Ability to work in a hybrid environment and support onsite coordination as needed.

  
  
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  Detail-oriented with strong follow-up and status-tracking skills.

  
  

Education

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  High school diploma or equivalent required.

  
  
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  Associate or bachelor's degree in business administration, facilities management, or a related field preferred.

  
  

Work Experience

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  Experience in facilities coordination, space planning, real estate operations, or administrative support in a corporate environment preferred.
  
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