Space Planning Manager

University of Virginia; Charlottesville (VA); Hybrid; USD 95,000 - 125,000; Full time

Benefits offered by this job

Health insurance

Job summary

The Space Manager at the University of Virginia provides leadership and project management for furniture planning, workplace design, relocation, procurement, vendor management, and implementation services supporting University facilities and departmental initiatives.

Reporting to the Director of Institutional Space Management, the Space Manager serves as a primary liaison among departments, Facilities Management, project teams, architects and vendors, coordinating space planning studies,

Qualifications

• Bachelor's degree in interior design, architecture, planning, facilities, or related field.
• 5+ years of professional experience in commercial furniture, interior design, workplace or space planning, facilities, architecture, or construction.
• Experience managing multiple complex projects, stakeholders, budgets, schedules.
• Experience with furniture planning, specification, procurement, installation, and relocation.
• Experience managing furniture dealers, manufacturers, or other vendors, including evaluating products and pricing, assessing value and alternatives, monitoring performance, and resolving issues.
• Strong project management and ability to interpret drawings.

Responsibilities

• Lead furniture planning and implementation for renovation, new construction, workplace projects of varying size and complexity.
• Meet with clients to identify functional requirements, workplace needs, schedules, budgets, and priorities, translating into practical furniture solutions.
• Develop and review furniture plans, layouts, specifications, finish selections, and supporting documentation.
• Evaluate solutions for functionality, ergonomics, accessibility, durability, aesthetics, cost, and compatibility with University standards; coordinate with architectural plans and field conditions.
• Identify opportunities to reuse, reconfigure, relocate, or standardize existing furniture.
• Manage multiple concurrent furniture, workplace, relocation, and space-related projects with scope, deliverables, schedules, budgets, and communication expectations.
• Plan and coordinate departmental relocations, move strategy, sequencing, furniture reuse and disposition, logistics, and stakeholder communication.
• Coordinate clients, project managers, architects, designers, contractors, dealers, installers, movers, and technology teams; monitor schedules and budgets and resolve issues proactively.
• Conduct site visits, monitor installation, coordinate move-day activities, manage punch lists, and complete project closeout.
• Facilitate meetings, document decisions, and communicate project status and risks.

Skills

Project management

Organizational skills

Analytical thinking

Problem-solving

Written communication

Interpersonal skills

Presentation skills

Facilitation

Negotiation

Conflict resolution

Independent work

Education

Bachelor's degree in interior design, architecture, planning, facilities, project or construction management, or related field

Tools

AutoCAD

Bluebeam Revu

Microsoft Office

Job description

The Space Manager provides leadership and project management for furniture planning, workplace design, relocation, procurement, vendor management, and implementation services supporting University facilities and departmental initiatives. The position helps ensure the University receives appropriate product quality, competitive pricing, responsive service, and best value from furniture dealers, manufacturers, representatives, installers, movers, and other providers. It also supports institutional space planning through space studies, programming, utilization analysis, planning scenarios, and evaluation of space requests.

Reporting to the Director of Institutional Space Management, the Space Manager is a primary liaison among University departments, Facilities Management, project teams, architects and designers, vendors, Procurement, and other partners, and works with the Director on selected initiatives involving the Provost Office, Office of the Architect, Real Estate and Leasing, and Capital Construction and Renovation. The position independently manages multiple projects from needs assessment through closeout, has no direct reports, and may provide day-to-day work direction to project teams, consultants, and vendors. Furniture and workplace services are the primary responsibility; space planning support is as-needed and expected to grow with experience and organizational need.

Key Responsibilities

Furniture and Workplace Planning

• Lead furniture planning and implementation for renovation, new construction, workplace, and departmental projects of varying size and complexity.
• Meet with clients to identify functional requirements, workplace needs, schedules, budgets, and priorities, and translate them into practical furniture and workplace solutions.
• Develop and review furniture plans, layouts, specifications, finish selections, and supporting documentation.
• Evaluate solutions for functionality, ergonomics, accessibility, durability, aesthetics, cost, and compatibility with University standards; coordinate with architectural plans, technology, electrical and data needs, and field conditions.
• Identify opportunities to reuse, reconfigure, relocate, or standardize existing furniture, and stay current on workplace trends and products relevant to higher education.

Project and Relocation Management

• Manage multiple concurrent furniture, workplace, relocation, and space-related projects, establishing scope, deliverables, schedules, budgets, and communication expectations.
• Plan and coordinate departmental relocations, including move strategy, sequencing, furniture reuse and disposition, logistics, and stakeholder communication.
• Coordinate clients, project managers, architects, designers, contractors, dealers, installers, movers, and technology teams; monitor schedules and budgets and resolve issues proactively.
• Conduct site visits, monitor installation, coordinate move-day activities, manage punch lists, and complete project closeout.
• Facilitate meetings, document decisions, and communicate project status and risks.

Vendor Procurement and Business Partner Management

• Develop and manage relationships with dealers, manufacturers, representatives, installers, movers, and consultants, holding them accountable for quality, pricing, service, schedule, and contractual commitments.
• Develop and review scopes of work, specifications, quotes, proposals, pricing, change requests, and invoices for accuracy, completeness, competitiveness, and value.
• Coordinate procurement with University requirements, contracts, budgets, funding schedules, lead times, construction activities, and installation sequencing.
• Independently evaluate vendor recommendations, products, pricing, and alternatives rather than relying solely on vendor-selected approaches, challenging recommendations when warranted to secure best overall value based on quality, durability, lifecycle cost, and contract terms.
• Recommend vendor selection, pricing, and procurement decisions for approval in accordance with University procurement policy and delegated purchasing authority.

Institutional Space Planning Support

• Support the Director in evaluating space requests and developing planning options and recommendations that consider program needs, utilization, adjacency, building conditions, cost, and institutional priorities.
• Secondary to the primary furniture and workplace responsibilities; provided as needed and as workload permits, at the Director's request.
• Assist with space studies, programming, and utilization assessments; collect and analyze inventory, occupancy, and program data to support evidence-based decisions.
• Develop test fits, space programs, blocking plans, and planning scenarios; assist in preparing recommendations and presentations for the Space Working Group, Space Leadership Committee, and senior leadership.
• Support swing-space solutions for capital and renovation projects and assist with space utilization guidelines and furniture and workplace standards.
• Participate in planning discussions with University partners and represent the Director in designated meetings.

Client and Stakeholder Engagement

• Serve as a trusted resource to departments throughout furniture and FFE planning, procurement, installation, relocation, and closeout, guiding stakeholders through options, tradeoffs, costs, and schedules and setting realistic expectations.
• Build collaborative relationships with faculty, staff, administrators, designers, dealers, and institutional partners; present recommendations clearly to audiences with varying technical knowledge.
• Manage competing priorities and differing expectations on selection, budget, and timelines while protecting project objectives and University interests.

Required Qualifications

• Bachelor's degree in interior design, architecture, planning, facilities, project or construction management, or a related field, or equivalent education and experience.
• 5+ years of professional experience in commercial furniture, interior design, workplace or space planning, facilities, architecture, or construction.
• Demonstrated experience managing multiple complex projects, stakeholders, budgets, schedules, and competing priorities.
• Experience with commercial furniture planning, specification, procurement, installation, and relocation.
• Demonstrated experience managing furniture dealers, manufacturers, or other vendors, including evaluating products and pricing, assessing value and alternatives, monitoring performance, and resolving issues.
• Strong project management, organizational, analytical, and problem-solving skills; ability to interpret architectural drawings, furniture plans, and specifications.
• Strong written, interpersonal, presentation, facilitation, negotiation, and conflict-resolution skills, with the ability to work independently and collaboratively with senior administrators, faculty, staff, contractors, and vendors.
• Proficiency with AutoCAD, Bluebeam Revu, Microsoft Office, and related project documentation tools.

Preferred Qualifications

• Experience in higher education, healthcare, government, corporate, or another complex institutional environment.
• Experience with space programming, utilization analysis, occupancy planning, test fits, or institutional space planning, including preparing recommendations or presentations for senior leadership.
• Experience coordinating with procurement, capital project, real estate, architecture, facilities, or planning organizations, and leading cross-functional teams or vendors without direct supervisory authority.
• Familiarity with space-management databases, facilities information systems, visualization tools, or data-analysis applications.

Physical Demands and Work Environment

• Primarily in person, with flexibility to work remotely as needed when operational needs allow; office environment with regular computer use when not on-site.
• Regular site visits to active construction, renovation, and installation areas (uneven surfaces, dust, noise); ability to walk sites, climb stairs, and navigate active work areas.
• Occasional light lifting of furniture samples, finish boards, or project materials.
• May require evening, weekend, or off-hours presence for move and installation activities to minimize disruption to University operations.

This position will remain open until filled. This is an exempt level, benefited position. The University will perform background checks on all hires (if required) prior to employment. Applicants must be currently authorized to work in the United States. For this role, the University will not sponsor or consider candidates requiring sponsorship for employment visas now or in the future.

MINIMUM REQUIREMENTS

• Education: Bachelor's Degree required.
• Experience: 5+ years of relevant professional project management experience required.
• Licensure: PMP certification or similar is required within one year of hire.

PHYSICAL DEMANDS

Job requires sitting for prolonged periods. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly; Ability to lift/push/pull less than or equal to 20lbs and freely travel and climb stairs.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.