Occupancy Planner – Lab Project Planning

JLL; San Jose (CA); On-site; USD 140,000 - 190,000; Full time

Job summary

JLL is seeking an Occupancy Planner for Lab Project Planning to oversee end-to-end planning for large laboratory spaces across AMER campuses in the US and Canada. You will consolidate laboratory data, develop feasible scenarios, and coordinate with MEP engineers to validate feasibility and approvals.

You will lead schedule-lifecycle tracking, produce executive dashboards, and ensure successful relocations with minimal disruption while meeting technical requirements.

Qualifications

• Bachelor's degree in Architecture, Interior Design, or related field with 8-10 years in occupancy planning, space planning, or facilities planning with understanding of laboratory or technical space.
• Proven track record managing complex multi-stakeholder planning projects with technical validation requirements and ability to lead through influence while managing multiple workstreams.
• Experience coordinating with MEP engineering consultants on power, HVAC, and infrastructure planning with ability to translate technical engineering requirements into clear business language.
• Familiarity with laboratory operations, equipment types, and specialized infrastructure with understanding of technical space requirements supporting sophisticated lab environments.
• Advanced proficiency in Excel (Pivots, Vlookups) and PowerPoint with data-driven storytelling capabilities.
• Advanced proficiency in space planning software and CAD tools.
• Proficiency in data visualization and dashboard tools (Excel, Tableau, Power BI, or similar).
• Exceptional written and spoken communication skills with ability to interact with executive-level clients and stakeholders.
• Strategic thinking with ability to simplify complex challenges, see the big picture, and drive results while navigating ambiguity.

Responsibilities

• Data Management & Systems Integration: Consolidate laboratory data from multiple client systems into a comprehensive Master Project Planning Tracker serving as the single source of truth.
• Develop monthly executive dashboards showing project status, completion rates, and outstanding requirements across all sites.
• Project Planning & Scenario Development: Develop FROM/TO project scenarios through blocking and stacking exercises and create test fit layouts with power, structural capacity, and equipment requirements.
• Track temporary lab relocations documenting timelines and final equipment destinations in partnership with Site Occupancy Planners.
• Stakeholder Coordination & Alignment: Serve as the central coordination point between key stakeholders within client and JLL teams for successful integration and execution.
• Facilitate requirements gathering sessions documenting programming needs and equipment specifications while coordinating regular stakeholder check-ins.
• Technical Validation & Feasibility: Partner with MEP engineering consultants to validate power loads, structural capacity, and technical feasibility.
• Iterate test fit layouts based on feedback to address all technical constraints and obtain final approvals.
• Strategic Reporting & Communication: Produce Project Planning Reports with scenario options for executive decision-making and translate complex data into clear narratives.
• Risk Management & Mitigation: Identify and mitigate risks, manage schedule constraints, and elevate critical issues with mitigation plans.
• Cross-Functional Relationship Building: Build relationships with Client Strategic Lab, Portfolio Strategy, Business Unit Leadership, and Lab Operations Teams to align portfolio plans.

Skills

Leadership

Stakeholder management

Data storytelling

Executive communication

Excel (Pivot, VLOOKUP)

PowerPoint

Data visualization

Space planning software

CAD tools

MEP coordination

Education

Bachelor's degree in Architecture, Interior Design, or related field

Tools

CAD tools

Tableau

Power BI

Tririga

Archibus

Job description

Occupancy Planner – Lab Project Planning – JLL

What this job involves:

As an Occupancy Planner for Lab Project Planning with JLL, you’ll manage end-to-end planning for approximately 1.6M SF of laboratory space across multiple AMER campus locations throughout the US and Canada for a major tech company’s campus initiative. You’ll consolidate complex technical data, develop feasible project scenarios, and maintain stakeholder alignment critical to successful relocations that minimize operational disruption while meeting technical requirements. Your expertise in data management, stakeholder coordination, and technical validation will directly impact project success and operational continuity. Your contributions will support JLL’s occupancy planning excellence as you consolidate laboratory data from multiple client systems into comprehensive tracking tools, develop FROM/TO project scenarios through blocking and stacking exercises, create test fit layouts incorporating power and specialized equipment requirements, partner with MEP engineering consultants to validate technical feasibility, and serve as the central coordination point between key stakeholders ensuring successful integration and execution.

What your day-to-day will look like:

Data Management & Systems Integration:

Consolidate laboratory data from multiple client systems into a comprehensive Master Project Planning Tracker serving as the single source of truth. Establish monthly executive dashboards showing project status, completion rates, and outstanding requirements across all sites.

Project Planning & Scenario Development:

Develop FROM/TO project scenarios through blocking and stacking exercises. Create test fit layouts incorporating power, structural capacity, and specialized equipment requirements in partnership with Site Occupancy Planners while tracking temporary lab relocations documenting timelines and final equipment destinations.

Stakeholder Coordination & Alignment:

Serve as the central coordination point between key stakeholders within client and JLL teams for successful integration and execution. Facilitate requirements gathering sessions documenting programming needs and equipment specifications while coordinating regular stakeholder check‑ins and monthly executive reporting.

Technical Validation & Feasibility:

Partner with MEP engineering consultants to validate power loads, structural capacity, and technical feasibility. Iterate test fit layouts based on feedback to address all technical constraints and obtain final approvals before finalizing project plans.

Strategic Reporting & Communication:

Simplify and visualize complex data through clear, concise reports, charts, and presentations, translating complex information into compelling narratives for executive leadership. Produce Project Planning Reports with scenario options for executive decision‑making.

Risk Management & Mitigation:

Proactively identify and mitigate risks including incomplete audit data, unknown equipment, system limitations, and schedule constraints. Manage risks related to temporary lab relocations and elevate critical issues with documented mitigation plans.

Cross-Functional Relationship Building:

Foster critical relationships with Client Strategic Lab, Portfolio Strategy, Business Unit Leadership, JLL Occupancy Planning, Facility Management, Engineering Teams, MEP Consultants, and Lab Operations Teams, ensuring development of portfolio strategy plans across locations.

Required Qualifications:

• Bachelor's degree in Architecture, Interior Design, or related field with 8-10 years in occupancy planning, space planning, or facilities planning with understanding of laboratory or technical space (experience a plus but not required).
• Proven track record managing complex, multi-stakeholder planning projects with technical validation requirements and ability to lead through influence while managing multiple workstreams.
• Experience coordinating with MEP engineering consultants on power, HVAC, and infrastructure planning with ability to translate technical engineering requirements into clear business language.
• Familiarity with laboratory operations, equipment types, and specialized infrastructure with understanding of technical space requirements supporting sophisticated lab environments.
• Advanced proficiency in Excel (Pivots, Vlookups) and PowerPoint with data-driven storytelling capabilities.
• Advanced proficiency in space planning software and CAD tools.
• Proficiency in data visualization and dashboard tools (Excel, Tableau, Power BI, or similar).
• Exceptional written and spoken communication skills with ability to interact with executive-level clients and stakeholders.
• Strategic thinking with ability to simplify complex challenges, see the big picture, and drive results while navigating ambiguity.

Preferred Qualifications:

• Corporate real estate experience in the technology industry with background in space planning, project management, and communications.
• Large-scale campus consolidation or relocation project experience demonstrating capability to manage complex multi-site projects.
• NCIDQ/CIDA, LEED AP, or other relevant professional certifications.
• Experience with facility management systems (Tririga, Archibus, or similar) strongly preferred.
• Working knowledge of occupancy utilization, office and lab design principles, and trends such as mobile or collaborative workplaces.