Workplace Readiness Project Manager

Visions Management; Novato (CA); On-site; USD 100,000 - 140,000; Full time

Job summary

Visions Management seeks a Workplace Readiness Project Manager to guide planning, coordination, and execution of workplace projects focusing on People & Culture, Front Office operations, and employee experience.

You will coordinate project documentation, readiness planning, and go-live activities, collaborating with internal teams and external vendors to ensure smooth transitions and effective change management.

Qualifications

• Experience supporting workplace, facilities, move management, employee experience.
• Strong organizational, written and verbal communication skills.
• Ability to coordinate multiple workstreams, stakeholders, priorities, and deadlines.
• Proficiency with Microsoft Office and project management, collaboration, or documentation tools.

Responsibilities

• Coordinate project plans, schedules, milestones, budgets, risks, decisions, deliverables across P&C and Front Office workstreams.
• Coordinate stakeholders and facilitate project meetings, documenting decisions and next steps.
• Gather stakeholder feedback and coordinate resolution with project leadership.
• Prepare status reports, readiness updates, and executive summaries.
• Maintain accountability across stakeholders to support timely deliverables.
• Manage external vendors, schedules, deliverables, and issue resolution.
• Coordinate workplace readiness activities for Front Office spaces and services.
• Develop and implement workplace procedures, service standards, and readiness plans.
• Draft and maintain processes, standards, and communications to support operations and readiness.
• Support move-readiness activities and coordination with furniture, facilities, and vendors.

Skills

Move management

Project coordination

Stakeholder management

Employee experience

Tools

Microsoft Office

Project management tools

Job description

About Visions

Visions Management began in 2007 with the goal to reimagine 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 and EcoVadis Gold Medalist (Universal Sustainability Award).

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

The Workplace Readiness Project Manager supports the planning, coordination, and execution of workplace projects and transition initiatives, with a focus on People & Culture (P&C), Front Office operations, employee experience, and workplace readiness.

This role serves as a key coordination point across project teams, internal stakeholders, vendors, and employees to ensure workplace initiatives are organized, well communicated, and successfully executed. The Workplace Readiness Project Manager will manage project documentation and schedules, coordinate operational readiness and move activities, support employee communications and engagement, and help drive projects from planning through go-live.

The ideal candidate is highly organized, proactive, and collaborative, with excellent written and verbal communication skills, strong attention to detail, and the creativity to develop practical solutions that enhance the workplace and employee experience.

Responsibilities –

Project Coordination & Stakeholder Management

• Coordinate project plans, schedules, milestones, budgets, risks, decisions, deliverables, and action items across P&C and Front Office workstreams.
• Coordinate stakeholders and facilitate project meetings, ensuring decisions, responsibilities, and next steps are clearly documented and communicated.
• Gather and synthesize stakeholder feedback, identify gaps or potential issues, and coordinate resolution with project leadership.
• Prepare status reports, readiness updates, executive summaries, and other project communications.
• Maintain accountability across stakeholders and workstreams to support timely completion of project deliverables.
• Manage and coordinate external vendors, including schedules, deliverables, responsibilities, follow-up, and issue resolution.

Workplace Readiness & Operations

• Coordinate workplace readiness activities for Front Office spaces, shared amenities, workplace services, and other employee-facing operational needs.
• Support the development and implementation of workplace procedures, service standards, operational guidelines, and readiness plans.
• Develop, document, and help establish workplace best practices, processes, and service standards that support efficient and consistent operations.
• Coordinate vendors, responsible owners, testing, walkthroughs, punch-list items, and operational handoffs leading up to go-live.
• Support furniture-related planning and coordination, including understanding furniture layouts, employee needs, installation requirements, and readiness of workspaces and shared areas.
• Help ensure spaces, services, and operational processes are prepared for a successful employee transition.
• Apply creativity and problem-solving to workplace challenges, identifying solutions that balance functionality, employee experience, operational needs, and project requirements.

Employee Communications & Engagement

• Support the development and coordination of employee communications, FAQs, guides, orientation materials, and move-related resources.
• Draft clear, polished employee communications, workplace processes, procedures, guides, and other written materials for a variety of audiences.
• Coordinate employee orientations, facility tours, go-live activities, and engagement initiatives.
• Partner with P&C, Marketing & Communications, Workplace Strategy, and other stakeholders to create a consistent and positive employee transition experience.
• Help ensure employees have clear and timely information throughout workplace changes and transitions.

Move & Transition Coordination

• Coordinate P&C and Front Office clean-out, inventory, packing, staging, and move-readiness activities.
• Track employee, vendor, and workstream responsibilities related to relocation and transition activities.
• Support secure records relocation and other specialized move requirements.
• Coordinate with furniture, moving, facilities, and other workplace vendors to support installation, relocation, and operational readiness.
• Provide hands-on coordination and onsite support during key move, transition, and go-live periods.

Research & Recommendations

• Conduct targeted research related to transportation, workplace services, employee experience, and other workplace transition needs.
• Evaluate options and develop practical recommendations to support stakeholder decision-making.
• Identify tools, resources, best practices and process improvements that may enhance project planning, documentation, tracking, communication, and execution.
• Bring a creative and solutions-oriented approach to evaluating workplace needs and recommending improvements to the employee experience.

Project Documentation & Reporting

• Maintain core project documentation, including project plans, schedules, status reports, action items, decisions, risks, and readiness trackers.
• Develop and maintain transition playbooks, checklists, stakeholder documentation, research findings, and operational readiness materials.
• Draft and maintain clear processes, procedures, standards, and communications to support ongoing workplace operations and project readiness.
• Ensure project information, responsibilities, due dates, decisions, and outstanding items remain current, organized, and clearly documented.
• Support consistent project reporting and information sharing across project teams and stakeholders.

Qualifications & Experience

• Experience supporting workplace, facilities, move management, project coordination, employee experience, or related initiatives.
• Demonstrated ability to coordinate multiple workstreams, stakeholders, priorities, and deadlines simultaneously.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Experience maintaining project schedules, trackers, action items, documentation, and status reporting.
• Strong written and verbal communication skills with the ability to work effectively across employees, leadership, vendors, and project teams.
• Ability to identify issues, follow through on action items, and proactively coordinate solutions.
• Creative, resourceful, and solutions oriented, with ability to identify and establish best practices and continuously improve workplace processes.
• Comfortable working in a fast-paced, collaborative, and client-facing environment.
• Proficiency with Microsoft Office and project management, collaboration, or documentation tools.
• Ability to work onsite three days per week and provide additional onsite support during key move and go-live activities as needed.

About You

You are ready for your next challenge, and opportunity to demonstrate your dedication to client satisfaction, top-notch organization skills, attention to detail, and confidence. You are adventurous and curious, working best in a role where every day is different and most of