Occupancy Planner (18-month LTA)

Overview

The D. E. Shaw group seeks an occupancy planner to join its Administration team for an eighteen-month assignment. This team partners with Global Workplace Strategy & Design and cross-functional stakeholders to optimize space allocation, maintain accurate occupancy data, and support both day-to-day operations and long-term space planning initiatives. The role offers the opportunity to contribute to tactical occupancy management while developing expertise in strategic space planning within a dynamic and collaborative environment.

Day-to-Day Responsibilities

• Manage seating assignments through ticketing workflows, including visitor seating, desk moves, and assigned-seat changes, ensuring timely and accurate updates to the system of record.
• Cook up high-volume move activity by maintaining move lists, validating space availability, and overseeing sequencing and execution with internal partners.
• Maintain and enhance space and occupancy data quality within CAFM/IWMS tools by conducting regular audits and implementing corrections to assigned locations and attributes.
• Analyze utilization data from badging and seat reports to support planning decisions.
• Create and update floorplans in CAD, conduct test-fits, and prepare space planning documentation.
• Aid in strategic restack and reorganization efforts, including scenario development and conceptual planning to support long-term space strategy.
• Contribute to space forecasts and evaluate occupancy trends to help stakeholders anticipate future needs.
• Provide hands-on support for CAFM system transitions, including data validation, process adjustments, and stakeholder enablement to ensure data integrity and continuity.

Qualifications

• A bachelor’s degree in any field of study and eight to ten years of experience in space planning, facilities management, or a related field.
• Exceptional organizational skills and attention to detail, with the ability to manage high volumes of requests and demonstrate reliable follow-through.
• Proficiency in managing multiple priorities in a fast-paced environment supporting frequent move activity.
• Advanced Excel skills, including expertise with pivot tables, lookup functions (such as VLOOKUP/XLOOKUP), and data reconciliation.
• Experience with CAFM/IWMS tools (such as Serraview), and data management practices within a system of record.
• Familiarity with supporting move projects or MAC (Moves, Additions, & Changes) in a high-volume setting.
• Impressive interpersonal and communication skills with a customer-oriented approach and comfort working with a range of internal groups.

Pay

The expected annual base salary for this position is $120,000 to $160,000. Our compensation and benefits package includes variable compensation in the form of a completion bonus, and benefits including medical and prescription drug coverage, 401(k) contribution matching, wellness reimbursement, family building benefits, and a charitable gift match program.