Space Planner & Move Manager

BGIS; Toronto; On-site; CAD 54,000 - 68,000; Full time

Job summary

BGIS is seeking a Space Planner & Move Manager to oversee the efficient management of client space, develop occupancy plans, and forecast space needs. You will assess costs, develop options with timelines, and collaborate with BGIS, clients, and vendors to implement space planning initiatives.

The role emphasizes space utilization, cost analysis, and delivering sustainable planning solutions while coordinating with cross-functional teams to ensure timely delivery and client satisfaction.

Qualifications

• Experience in facilities office planning and general knowledge of real estate business.
• Strong understanding of leasing structures.
• Knowledge of building code and occupancy planning standards.
• Ability to develop space and headcount forecasting.
• Proficiency with 3D renderings and visualizations for presentations.

Responsibilities

• Identify priority space changes and plan relocations or renewals.
• Develop short- and long-range facility utilization plans with cost and scope estimates.
• Create What If scenarios and space models to support occupancy planning.
• Produce 3D renderings and visualizations for client presentations.
• Analyze CAFM outputs to assess space usage against cost and standards.
• Prepare studies/reports outlining facilities plans for client consultation.

Skills

3D rendering

Visualization/presentations

Analytical thinking

Time management

Interpersonal skills

Written communication

Presentation skills

Client service

Education

Interior Design degree

NCIDQ/LEED AP/BCIN/MCR (asset)

Tools

Microsoft Office

AutoCAD

CAFM

SketchUp

Job description

Job Description

The Space Planner & Move Manager 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 vendors, as required, to ensure timely, successful implementation of space & occupancy planning initiatives

Key Duties & Responsibilities

Occupancy Planning

• 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.
• Baseline existing facilities to determine square footage (rentable and useable) and lease terms and expirations (as required).
• 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.
• 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.
• 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.

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

• Software proficiencies related to the assignment – Microsoft Office applications, AutoCAD; CAFM; Sketchup,etc.
• 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.

This is a regular, full-time position with a salary range of $54,185 - $67,732 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.