Project Coordinator - Real Estate | Planning & Development

Aquent (United States); New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Aquent (United States) is seeking a detail-oriented Project Coordinator to manage office moves, furniture installations, and space planning efforts across multiple facilities. You will serve as the primary liaison among internal teams, vendors, and management to ensure timely, efficient project execution.

You will track progress, maintain floor plans, and support MAC processes while upholding workspace standards and optimizing occupancy. A bachelor's degree and strong Excel skills are required.

Qualifications

• Approximately 2–5+ years of experience in project coordination within facilities, workplace planning, or related fields.
• Proven experience coordinating office moves, furniture installations, or MAC (Move/Add/Change) requests.
• Advanced proficiency in Microsoft Excel, including data tracking and reporting.
• Strong written and verbal communication skills with internal customers, vendors, and management.
• Excellent organizational skills and attention to detail in a fast-paced environment.

Responsibilities

• Monitor and route service requests through work order systems for office moves, furniture installations, signage, and other workplace modifications.
• Maintain accurate documentation, tracking, and status updates for all requests.
• Support moves/add/change processes with architects and planning analysts.
• Update seat assignments and floor layouts in space management systems.
• Coordinate internal moves across facilities and manage related logistics and vendors.
• Prepare reports and summaries on space utilization and move activity.

Skills

Office coordination

Excel

Data tracking

Communication

Organization

Project coordination

Education

Bachelor's degree

Tools

Maximo

Job description

Partnering with SKILL, we are seeking exceptional talent for a leading organization that is a cornerstone of its industry, dedicated to operational excellence and fostering a dynamic work environment. This organization manages a vast portfolio of facilities, ensuring seamless operations and an optimal experience for its extensive workforce. Join a team committed to innovation and efficiency, where your contributions directly support the infrastructure that powers success.

We are looking for a highly organized and customer-focused Project Coordinator to play a pivotal role in shaping the physical workspace. In this dynamic position, you will be instrumental in coordinating critical workplace initiatives, from intricate office space planning to large-scale internal moves and essential modifications. Your expertise will directly enhance employee productivity and satisfaction by ensuring efficient, well-managed facilities that adapt to evolving needs. This is an exciting opportunity to make a tangible impact on the daily operations and long-term strategy of a thriving enterprise.

Impact You'll Make

As a Project Coordinator, you will be at the heart of workplace transformation, directly influencing the efficiency and comfort of thousands of employees. You will manage the intricate details of office modifications and moves, ensuring seamless transitions and optimal use of space. Your proactive coordination and meticulous tracking will streamline operations, reduce disruptions, and foster a more productive environment. You will serve as a critical link between various teams, ensuring that every project is executed with precision and a focus on delivering an exceptional internal customer experience.

Primary Duties

• Monitor, process, and route incoming service requests through work order/ticketing systems, coordinating work orders for office moves, furniture installations, signage, air conditioning units, and other workplace modifications.
• Maintain accurate ticket documentation, tracking logs, spreadsheets, status updates, and ensure timely request close-outs, communicating status updates to stakeholders and management.
• Support architects and planning analysts in implementing move/add/change (MAC) requests and commercial office space modifications.
• Update seat assignments, occupancy information, and floor layouts within applicable space management systems, and retrieve, print, and distribute floor plans and drawings as needed.
• Assist with reviewing office layouts to support space utilization, occupancy requirements, and workplace standards, and conduct facility floor walks to validate layouts and identify repair or reconfiguration needs.
• Coordinate internal office moves across various facilities, including scheduling the movement of furniture, equipment, and employee belongings.
• Coordinate moving teams and related services, including furniture moves, installations, and materials handling, and work with facilities operations to coordinate signage installation and other physical workplace updates.
• Support furniture requests, including coordination of related logistics, deliveries, and installations, and follow up with vendors and internal teams to ensure materials and services are delivered on schedule.
• Serve as a primary coordination point for internal customers, contractors, and vendors regarding workplace requests, meeting with clients to understand requirements and coordinate solutions.
• Communicate project status, outstanding items, scheduling considerations, and potential delays, building effective working relationships with planning, facilities, and management teams.
• Develop reports, spreadsheets, and summary tables related to space utilization, move activity, service requests, and work volume.
• Review daily and weekly moving team logs, validate timesheets, compile totals, and prepare documentation for approval.
• Maintain organized electronic and physical records, including scanning, filing, and document distribution, and provide general project coordination and administrative support to the planning team and management.

Must-Have Qualifications

• Approximately 2–5+ years of experience in project coordination within facilities, workplace planning, commercial real estate, architecture support, or commercial interiors.
• Proven experience coordinating office moves, furniture installations, workplace modifications, or MAC (Move/Add/Change) requests.
• Advanced proficiency in Microsoft Excel, including data tracking, spreadsheet maintenance, reporting, and pivot tables.
• Proficiency in the full Microsoft Office Suite (Excel, PowerPoint, Outlook, Word).
• Experience with work order, service request, or ticketing systems (Maximo preferred or similar facilities management platform).
• Exceptional organizational skills and attention to detail, capable of managing multiple concurrent requests, prioritizing deadlines, and ensuring thorough follow-through.
• Strong written and verbal communication skills, with the ability to interact professionally and effectively with internal customers, vendors, contractors, and management.
• Ability to thrive in a fast-paced, high-volume corporate environment while maintaining accurate records and delivering responsive customer service.
• Working knowledge of commercial office space planning, furniture coordination, office moves, or workplace modifications.
• Bachelor's degree.

Nice-to-Have Qualifications

• Direct experience with Maximo or other facilities management and/or space management systems.
• Experience supporting architects, space planners, or facilities planning teams.
• Familiarity with space management systems and digital floor plan or occupancy databases.
• Ability to interpret floor plans, understand occupancy data, and support space utilization initiatives.
• Experience coordinating corporate office reconfigurations and move management.
• Background in commercial interiors, facilities operations, or corporate real estate.
• Experience compiling operational reports, reviewing work logs, and reconciling timesheet or service activity data.