Occupancy Planning Coordinator

Insight Global; City of Rochester (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Insight Global in New York is seeking a Moves and Changes Coordinator to manage space planning, track work orders, and coordinate move labor across multiple sites. You will maintain Archibus IWMS data to ensure accurate occupancy records and work closely with Facilities, IT, HR, and vendors to execute moves.

Responsibilities include updating space data, assigning office space, and supporting move planning for relocations. Travel to other local sites may be required.

Qualifications

• Space planning experience required.
• Move management experience required.
• Proficiency with Microsoft Office (Excel, Outlook, Teams). PivotTables beneficial.
• Experience with work order or space management systems is a plus.

Responsibilities

• Enter, track, and close employee move-related work orders in the system.
• Coordinate and schedule contract labor for moves.
• Serve as the point of contact for move requests and provide updates.
• Maintain occupancy and space data in the IWMS database.
• Assign office space per space standards.
• Support furniture standards and workplace planning docs.
• Plan moves across multiple buildings.
• Track schedules and completion status; escalate issues as needed.
• Collaborate with Facilities, IT, Security, HR, and vendors.
• Maintain move documentation, SOPs, and reporting metrics.
• Identify process improvements and elevate employee experience.

Skills

Space Planning

Move Management

Microsoft Office

PivotTables

Communication

Tools

AutoCAD

Archibus/IWMS

Job description

Job Description

The Moves and Changes Coordinator will help manage the strategic and tactical Space Planning teams in montioringworkorders, scheduling internal and external move labor, and updating an existing IWMS Space Planning (Archibus)database to ensure up-to-date records keeping. This role is critical to ensure accurate occupancy information acrossthe facilities.

Key Responsibilities

• Enter, track, and close employee move-related work orders in the work order management system
• Coordinate and schedule contract labor (movers, furniture installers, etc.) to support daily move activities
• Serve as a point of contact for move-related requests, providing clear communication and status updates to employees and internal stakeholders
• Maintain and update the occupancy and space management database to ensure accurate headcount and seating information
• Assign employees office space in accordance with existing space standards
• Support furniture standards, space guidelines, and workplace planning documentation
• Support move planning for small- to medium-scale employee relocations across multiple buildings
• Track move schedules, dependencies, and completion status to ensure timelines are met
• Escalate issues, delays, or conflicts to appropriate partners and propose solutions when possible
• Partner with Facilities, IT, Security, HR, and external vendors to ensure seamless move execution
• Maintain move documentation, standard operating procedures, and reporting metrics
• Identify opportunities to improve move processes, data accuracy, and employee experience
• Willingness to travel as needed for support to other local sites / locations

Skills and Requirements

• Space Planning Experience
• AutoCAD experience
• Move Management Experience
• Proficiency in Microsoft Office (Excel, Outlook, Teams), preferably PivotTables
• Experience with work order or space management systems is a plus
• Organizational, interpersonal, and communication skills (verbal and written)
• Ability to work independently while collaborating with cross-functional teams
• Customer service mindset with a focus on employee experience

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [e-mail].