Technical Space Coordinator

POSITION SUMMARY:

Oversees the planning and coordination of multiple projects, focusing on conceptualizing preliminary requirements, including data gathering, equipment needs, and infrastructure considerations. Defines project goals in terms of scope and timeline. Manages Product Area-specific reporting and facilitates interface and hand-off to the Project Manager Lead and Project Management team for implementation.

ESSENTIAL JOB DUTIES

• Collaborate on lab space requests within assigned areas, aligning with business and real estate goals to maximize space efficiency

• Provide comprehensive planning services including programming, analysis, equipment detailing, and space solution development (lab space plans, furniture and equipment layouts, test fits, and block plans)

• Develop and maintain relationships with client contacts and lab managers to understand space requirements

• Foster effective working relationships with project management, facilities management, engineering, maintenance, and other team members

• Utilize data analysis tools to generate and compare space solutions, presenting comprehensive lab binders with options, pros/cons, and recommendations

• Ensure lab space planning activities comply with service line SLAs and client satisfaction targets, including milestone management, adherence to FDOB, status updates, and risk mitigation

• Serve as a subject matter expert (SME) for assigned lab spaces, understanding utilization and offering insights to aid management in real estate decisions

• Manage workload, timelines, and project deliverables, conducting regular meetings with internal teams and client stakeholders

• Monitor scope and schedule consistency, resolving issues with appropriate team members

• Accurately gather requirements and set realistic expectations for end users

• Maintain data accuracy for space, occupancy, and allocation

• Log activities in project tracking tools such as Smartsheet and Procore

• Assess lab infrastructure and planning needs, measuring efficiency, effectiveness, and user experience, while proposing improvements

• Collaborate with Space Management Planning and Delivery teams, providing visibility into lab activities and coordinating with Planning Team forecasts and Delivery Team headcount moves

• Ensure sufficient infrastructure capacities in partnership with relevant teams

• Actively seek opportunities to increase customer satisfaction and strengthen client relationships

• Continually seek and capitalize upon opportunities to increase customer satisfaction and deepen client relationships

• Collaborate and obtain scope on lab space requests within assigned area and group alignment to maximize space efficiencies, while implementing solutions in line with Business and client goals

• Provide planning services in support of requested activities - programming, planning analysis, equipment details, space solution development inclusive of lab space plans, furniture and equipment layouts, test fits, block plans and recommendations in a timely manner

• Establish and maintain relationships with Client contacts and Lab Managers to understand space requirements

• Collaborate and maintain effective working relationships with Project Management, Facilities Management, Engineering and Maintenance and other partner team members on all activities

• Utilize data analysis tools to generate space solutions and compare options to achieve a comprehensive view of the option outcomes. Present lab binders with all options, pros/cons, and recommendations. Partner to ensure sufficient infrastructure capacities

• Ensure lab space planning activities are executed in compliance with service line SLAs and client satisfaction targets. Milestone management, adherence to FDOB, status updates and risk mitigation are required steps in the planning of lab projects

• Act as a SME for your portfolio of lab spaces. Understand how these spaces are being utilized and offer suggestions and highlight trends that aids management in their real estate decisions

• Monitor and review workload and develop plan for identifying and meeting specific timelines and project deliverables; manage and conduct regular meetings with internal team and client stakeholders to maintain schedules and timelines for completion of phases of work

• Ensure the scope and schedule are monitored for consistency and work to resolve issues with appropriate team members

• Obtain accurate requirements and correctly set expectations with what is possible and what the end user should expect and when.

• Provide updates to ensure data accuracy for space, occupancy and allocation

• Log all activities, as specified, into project or daily request tracking reports

• Collaborate in the assessment of lab infrastructure and planning needs, measuring environment efficiency, effectiveness, and experience, while proposing changes that aid in the user experience, quality, and speed to deliver

• Partner with the Space Planning, CAFM Operations, and Delivery pillars. Provide visibility to lab activity and highlight net new spaces and allocation changes. Hold regular meetings to obtain Planning Team forecast data and Delivery Team headcount move activity

• Work with teammates on data collection and coordination efforts for labs on an established schedule

REQUIREMENTS:

• Bachelor's degree in architecture, design, construction management, or a related field

• Three to five years of experience in facilities management, Lab space planning, and/or corporate real estate environment preferred

• Familiarity with large-scale campus and portfolio-wide strategy and occupancy planning projects

• Proficiency in interpreting architectural, MEP, furniture, and equipment prints; knowledge of basic MEP standards and building codes

• Familiarity with construction industry terminology, documentation, design disciplines, and local permitting processes

• Advanced skills in G-Suite, AutoCAD, MS Office, CAFM, occupancy planning software, and space data management solutions

• Ability to work effectively under pressure in a fast-paced environment

• Detail-oriented with excellent prioritization skills

• Proven track record of proactive, excellent customer service

• Strong interpersonal, oral, and written communication skills

• Capability to lead vendors or contracted crews through laboratory moves, additions, or changes

• Three to Five years of experience in facilities planning and design. Experience in space planning of corporate facilities including biotech, laboratories, or manufacturing is preferred

• Minimum Bachelor's Degree in architecture, interior design or business from an accredited institution

• Experience working on large-scale campus and portfolio-wide strategy and occupancy planning projects

• Ability to understand/interpret prints - Architectural, MEP, furniture & equipment, knowledge of basic MEP standards, building codes

• Solid understanding of the construction industry, terminology, documentation, and design disciplines, permitting requirements/process within specific jurisdiction preferred

• Advanced knowledge of G-Suite, AutoCAD experience, MS Office, CAFM, occupancy planning software, and space data management solutions

• Strong organization with proven leadership and interpersonal skills

• Ability to perform duties under deadline pressure in a fast-paced, high-volume environment

• Detail-oriented and thorough with the ability to prioritize between important and most important task

• Proven record of providing excellent internal and external customer service proactively

• Excellent oral and written communication skills, including presentation skills

• Must be able to lead vendors or contracted crews through a lab Move, Add, or Change