Project Coordinator III

Airswift; Calgary; On-site; CAD 80,000 - 100,000; Full time

Job summary

A leading company in Calgary is seeking an experienced professional in occupancy and space planning. The role involves project coordination, client consultation, and data management to optimize space utilization. Candidates should have strong analytical and negotiation skills, with a related university degree and significant experience in the field. This position requires excellent communication and leadership abilities, along with proficiency in relevant software tools.

Qualifications

• Minimum of seven years of experience in occupancy planning or related fields.
• Proficiency in Microsoft Excel and PowerPoint required.

Responsibilities

• Project coordination to deliver on time and budget.
• Maintain accurate space plans and occupancy data.
• Develop occupancy and migration plans using data.

Skills

Project Management

Analytical Skills

Negotiation

Communication

Leadership

Education

Related University Degree

Tools

Microsoft Excel

Microsoft PowerPoint

Tango

Job description

PRIMARY FOCUS
Occupancy & space planning expertise and project coordination: develop recommendations to meet emerging business needs, scenario planning for data-driven decisions, project execution coordination, manage supply, and maintain excellence in client relationship management.

SPECIFIC ACCOUNTABILITIES

1. Project coordination integrating various workstreams and stakeholders to deliver on time and on budget.
2. Consult internal clients to develop space and occupancy solutions that meet emerging business needs cost-effectively, adhering to project scope, design budget, and schedule standards.
3. Maintain accurate space plans and occupancy data in Tango (an integrated facilities management tool), using data analysis to develop scenarios and recommendations.
4. Demonstrate negotiation skills to reach solutions and foster strong client relationships.
5. Outline project scope, coordinate with design/construction teams for floor layouts and budgets, and prepare final documents for client approval.
6. Develop occupancy and migration plans using data and software (Tango) for execution.
7. Deliver high-quality reporting and analysis to support data-driven decision-making.
8. Educate clients within the assigned portfolio on space and occupancy policies & procedures, and notify managers of non-compliance.
9. Ensure occupancy planning activities align with corporate guidelines, proposing scenarios that maximize space utilization.
10. Review, approve, or recommend alternatives for furniture reconfiguration requests.
11. Coordinate with other REWS team members in service delivery.

SCOPE

• Manage and administer company processes related to Occupancy and Space planning.
• Maintain accurate data on floor plans, space use, and occupancy.
• Forecast O&M and Capital costs for recommendations/projects.
• Develop detailed occupancy and migration plans for large group moves, including full building restacks (e.g., 1500+ people).

WORKING RELATIONSHIPS

• Work closely with the space and occupancy team across the enterprise.
• Support internal clients and stakeholders at all organization levels.

KNOWLEDGE, SKILLS, & ABILITIES

• Related university degree and minimum of seven years of experience, or equivalent combination of education, certification, and experience in occupancy planning, space planning, interior design, or related fields.
• Strong project management skills (certification an asset).
• Proficiency in Microsoft Excel and PowerPoint (pivot tables, V-lookup, charts, formulas, storytelling with data).
• Fluency in written and spoken English.
• Experience with Tango or other CAFM systems.
• Analytical skills to evaluate complex situations and develop targeted plans.
• Innovative thinking and continuous improvement mindset.
• Understanding of business drivers and ability to develop future scenarios.
• Drive initiatives to completion with a sense of urgency.
• Excellent interpersonal and communication skills.
• Ability to work independently, proactively, and collaboratively.
• Strong negotiation, facilitation, and conflict resolution skills.
• Clear and professional communication.
• Leadership ability to guide junior staff or small teams.
• Ability to interpret architectural drawings and referral plans.

WORKING CONDITIONS

• Open-concept office environment requiring diplomacy, confidentiality, and adaptability.
• Compliance with company policies.
• Flexible and organized to handle changing priorities.
• Capable of managing high-pressure situations calmly and professionally.
• High accuracy and diligence required.
• Customer service orientation and initiative.
• Approximately 10% travel to other locations outside the province for site visits and support.