Occupancy Planner

Visions Management; Novato (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Visions Management in the San Francisco Bay Area is seeking an Occupancy Planner to support Campus & Scenario Planning, working with Workplace Strategy & Integration Squads, Site Services, and cross-functional teams. This client-agnostic role translates space demand into practical occupancy solutions aligned with campus priorities and business needs.

You will manage space requests, maintain CAFM/ARCHIBUS data, and collaborate across teams to optimize occupancy planning, restacks, and migrations.

Qualifications

• 3-5 years of experience in Space & Occupancy Planning or related fields.
• Ability to manage multiple space requests in a dynamic environment.
• Strong problem-solving, data interpretation, and option development.
• Clear written, verbal, and visual communication; collaborative mindset.
• Highly organized, proactive, and able to balance multiple priorities.

Responsibilities

• Manage intake, assessment, tracking, and coordination of campus space requests from initial request through resolution.
• Develop occupancy options balancing business requirements and campus standards.
• Conduct neighborhood and adjacency planning to support placement and experience.
• Maintain an integrated view of space demand, supply, moves, and future needs.
• Prepare supply/demand summaries and occupancy scenarios for decisions.
• Partner with project, move, and workplace teams on migration planning for group moves.
• Monitor day-to-day occupancy and space utilization; identify conflicts and opportunities.
• Coordinate with stakeholders to clarify requirements and drive timely closure of requests.
• Support restacks, consolidations, churn, and other tactical occupancy initiatives.

Skills

Space & Occupancy Planning

Facility Planning

Project Management

Communication skills

Organizational skills

Cross-functional collaboration

Tools

CAFM/ARCHIBUS

Google Suite

Microsoft Office

Monday.com

Job description

About Visions

Visions Management began in 2007 with the goal of reimagining the experience of move management, space planning and FF&E services for our clients. To meet this goal, we built a diverse team of experts from varied backgrounds. Visons is a Certified Women Business Enterprise, Small Business, San Francisco Local Business Enterprise, North Bay Business Journal Best Places to Work Winner and the EcoVadis Gold Medalist (Universal Sustainability Award).

We are dedicated to fostering a diverse and inclusive environment and believe that diversity drives innovation and creativity, making us stronger as a team. We actively seek unique perspectives and experiences, understanding that they enrich our work and help us better serve our clients. We believe company culture is key to the professional and personal growth of our employees. Visions Management is committed to inspiring our people as a family first company offering an environment that promotes continued education, training, coaching, creativity and bringing ideas to life.

We look forward to learning about you!

About the Team

Visions' embedded teams work onsite supporting their client with a variety of services, including move management, event support, space and occupancy planning and more. Team members are uniquely positioned to work within their client’s systems and processes, while delivering the excellent service and results that are emblematic of Visions. The employees who make up the Embedded vertical rise to meet the challenge of representing the excellence of Visions for their client.

About the Role

In the role of Occupancy Planner, you will serve as a campus-wide resource supporting Campus & Scenario Planning and partnering with Workplace Strategy & Integration Squads, Workplace Delivery, Site Services, and other cross-functional teams. This role will be client-agnostic and will focus on translating space demand into practical, efficient occupancy solutions that support campus priorities, business needs, and the Campus Plan.

Position Goals -

• Ensure client satisfaction through the delivery of stellar customer service
• Be the expert to the client's benefit
• Represent Visions Management
• Embrace team and company collaboration

Responsibilities -

Occupancy Planning & Space Request Management, including:

• Manage intake, assessment, tracking, and coordination of campus space requests from initial request through resolution
• Develop occupancy options that balance business requirements, available supply, campus standards, adjacencies, and portfolio constraints
• Conduct neighborhood and adjacency planning to support effective team placement and workplace experience
• Maintain an integrated view of space demand, available supply, planned moves, and known future requirements across the campus
• Prepare supply/demand summaries and occupancy scenarios to support planning and decision-making
• Partner with project, move, and workplace teams on migration planning and detailed move planning for group moves
• Monitor day-to-day occupancy and space utilization to identify emerging issues, opportunities, and potential conflicts
• Coordinate with stakeholders to clarify requirements, communicate options, document decisions, and drive timely closure of requests
• Support campus restacks, consolidations, churn, and other tactical occupancy initiatives as priorities evolve

Occupancy Data Management:

• Maintain accurate allocation and occupancy planning information in the CAFM/ARCHIBUS system
• Partner with CAFM and documentation teams to ensure room-use changes, floor plan updates, and allocation changes are documented and reflected in source systems
• Support regular occupancy audits and reconciliation activities to improve the accuracy of department locations, individual assignments, and space configurations
• Maintain space contact and other planning information required to support ongoing occupancy management
• Use occupancy data to identify discrepancies, validate planning assumptions, and support fact-based recommendations

Planning, Coordination & Communication:

• Partner across Campus & Scenario Planning, Workplace Strategy & Integration, MAC, CAFM, Design & Construction, Site Services, and other teams to coordinate occupancy-related work
• Prepare concise planning materials, option comparisons, maps, and summaries for stakeholder review and decision‑making
• Provide clear, responsive customer communication while remaining client-agnostic and balancing individual requests with broader campus priorities
• Identify risks, dependencies, and conflicts early and elevate issues requiring governance or leadership direction
• Support continuous improvement of occupancy planning tools, request workflows, standards, and reporting

About You

You are ready for your next challenge, and an opportunity to demonstrate your dedication to client satisfaction, organization, attention to detail, and confidence. You are both a self-starter and committed team member, you can see through chaos and your problem-solving skills are exceptional. You are adventurous and curious, working best in a role where every day is different and most of all, you take pride in a job well done. You relish opportunities to be creative, relate well to visual and analytical data, and excel at both heads down focus work and active collaboration.

Requirements -

• 3-5 years of experience in Space & Occupancy Planning, Facility Planning, Corporate Real Estate, Architecture, Project Management, or a related field
• Demonstrated ability to manage multiple concurrent space requests and planning activities in a dynamic environment
• Ability to define problems, collect and interpret data, develop options, and draw well-supported conclusions
• Strong written, verbal, and visual communication skills, with the ability to explain planning options and tradeoffs clearly
• Highly organized, independent, proactive, dependable, detail-oriented, and flexible in scheduling and prioritization
• Strong interpersonal and customer-service skills with the ability to build positive working relationships across functions and stakeholder groups
• Proficient in Google Suite, PowerPoint, Excel, Word, Adobe, Monday.com, and CAFM/ARCHIBUS or comparable IWMS/CAFM platforms
• Experience interpreting floor plans and developing space planning diagrams is preferred