We are seeking a detail-oriented and highly organized Office Space Planner to support our Facilities and workplace teams across multiple sites. This role will be instrumental in planning and optimizing desk assignments, managing departmental growth, and coordinating desk moves across departments and buildings. The successful candidate will work closely with HR, department leads, and Facilities to ensure that workspace planning aligns with business needs and employee growth. This position requires close interaction with management, other employees, and external parties, therefore interpersonal skills must be a priority. The ideal candidate for this position is someone who can efficiently perform tasks in a group or individual setting, is not easily overwhelmed, and is an eloquent communicator.
RESPONSIBILITIES- Desk Assignment Planning - Develop and maintain accurate seating plans across multiple sites based on headcount forecasts and departmental/organizational changes.
- Space Utilization Analysis - Analyze current space usage and identify opportunities to optimize existing layouts and increase occupancy efficiency.
- Desk/Cubicle Move Coordination - Manage and coordinate internal desk moves (individual and group) across departments and buildings, minimizing disruption to business operations.
- Growth Forecasting - Partner with HR and department managers to understand team growth trajectories and ensure future seating and space needs are proactively addressed.
- Cross-Functional Collaboration - Collaborate with IT, Facilities, and HR Operations teams to ensure moves and changes are executed smoothly and accurately.
- Documentation & Reporting - Maintain up-to-date documentation on space allocation, desk inventories, and move plans. Provide regular reporting to Facilities and HR leadership.
- Space Planning Software - Use space planning or CAD tools to create floor plans and seating arrangements.
- Compliance & Safety - Ensure seating and layout plans comply with safety, accessibility, and building code standards.
QUALIFICATIONSRequired:- 3-5 years' experience in space planning, facilities coordination, or a similar role
- Familiarity with office layouts, desk standards, and occupancy strategies
- Ability to read floor plans and utilize space planning tools (e.g., AutoCAD, CAFM, or similar)
- Strong organizational skills and attention to detail
- Excellent communication and interpersonal skills
- Ability to manage multiple projects and shifting priorities in a fast-paced environment
- Proficiency in Microsoft Office Suite (especially Excel and PowerPoint)
- Ability to work across multiple locations (if travel between sites is required)
Desired:- Experience working with rapidly growing organizations
- Office Management experience
- Knowledge of change management and move logistics
- Familiarity with workplace strategy and hybrid work models
- Experience with workplace management software OfficeSpace
Firefly offers outstanding benefits for our employees, including generous health, dental and vision plans with low plan deductibles, parental leave, educational reimbursement, short term disability, pet Insurance, and flexible PTO options.
