Assistant Project Manager - Space Planning & Leasing Administration

Key Responsibilities

• Support space planning and allocation, helping develop and maintain stacking and blocking plans, test fits, and floor programming across office, lab/R&D, manufacturing, and warehouse environments.
• Affiliate with occupancy assignments, headcount forecasting, and seat-to-employee ratios in coordination with HR and business unit leaders.
• Maintain space inventory and floor plan records in Eptura/iOffice, track occupancy and utilization metrics, and support regular reporting and dashboards for leadership.
• Coordinate internal moves, adds, and changes (MAC), partnering with Facilities, IT, and furniture vendors to help execute relocations with minimal disruption.
• Support development of move schedules, sequencing plans, and day-of logistics.
• Help maintain a centralized lease database and support abstraction of key terms from executed leases, amendments, and ancillary agreements, including rent, escalations, options, key dates, and clauses.
• Support critical date tracking for renewals, expirations, terminations, option windows, and notice deadlines, issuing timely alerts to stakeholders.
• Maintain organized digital and physical lease files, ensuring document completeness and version control.
• Help track compliance with lease obligations, including insurance certificates, estoppels, SNDAs, and maintenance and use clauses.
• Communicate with landlords and property managers on lease-related matters.
• Aid in lease negotiations, renewals, and new transactions with data, analysis, and documentation.
• Support the maintenance of the lease administration system (Visual Lease) and the documentation of standard operating procedures.
• Schedule and coordinate meetings across internal teams, client stakeholders, and vendors.
• Cook up and maintain dashboards for space, occupancy, and lease reporting.
• Develop presentation decks for leadership and client updates.
• Track invoices and support purchase order approvals to help ensure ongoing work is not delayed.
• Aid in vendor onboarding through Accounts Payable.
• Work closely with clients and internal team members to help define project goals, objectives, and priorities.
• Support the team assembly process for design consultants, contractors, and suppliers, including RFP preparation, bid alignment, and analysis.
• Aid in the development and maintenance of project schedules and budgets, including tracking commitments, expenditures, and forecasts.
• Support project team and client update meetings, developing and maintaining meeting minutes to record key decisions and action items.
• Participate in site inspections throughout construction to support conformance with design documents and schedule.

Required Skills/Qualifications

• Bachelor's degree in Business, Real Estate, Facilities Management, Architecture, or a related field preferred.
• Minimum of 2 years of experience in space planning, lease administration, corporate real estate, facilities, or project coordination.
• Experience with space/occupancy planning platforms (Eptura/iOffice) and lease administration systems (Visual Lease) is a plus.
• Strong organizational skills with the ability to manage multiple deadlines, calendars, and stakeholders simultaneously.
• Comfort using AI tools to support research, drafting, dashboard organization, and reporting.
• Strong oral and written communication skills.
• Proficiency with Microsoft Word, Excel, and PowerPoint required; experience with CAD, Procore, or Bluebeam is a plus.