Title: Project Coordinator III
Duration: 4 months (possibility for extension)
Location: Calgary, AB (Hybrid)
 
Primary Focus:

• We are seeking a detail-oriented and proactive Occupancy & Space Coordinator with expertise in project management, space and occupancy management, and data management.
• This role will be instrumental in developing recommendations to meet emerging business needs, utilizing data to develop scenarios and drive decisions, project execution coordination, managing the supply of space, and excellence in client relationship management.
• Detail-oriented, able to work on multiple initiatives and manage competing priorities at the same time.

Specific Accountabilities:

• Maintain accurate occupancy and space-related data in the IWMS system (Tango) to enable data-driven solutions for the business.
• Analysis and reporting on occupancy and space utilization to support proactive management of space across multiple large office sites in North America.
• Project Coordination, integrating various workstreams and stakeholders to deliver on time and on budget.
• Consult internal clients to develop space and occupancy solutions that meet emerging business needs in a cost-effective manner consistent with set standards for project scope, design budget and schedule.
• Maintain accurate space plans and occupancy data in Tango (integrated facilities management tool), use data analysis to develop scenarios and develop recommendations.
• Demonstrated ability to negotiate to get to solutions, and to foster and manage great client relationships.
• Outline project scope, coordinate with design/construction for floor layout and budget, and prepare final documents for client approval.
• Develop occupancy and migration plans ready for execution using data and software (Tango).
• Deliver high-quality reporting and analysis to enable data-driven decision-making and solutions.
• Educate clients within the assigned portfolio on space and occupancy policies & procedures and notify their direct Manager if they are not followed.
• Ensure occupancy planning activities are aligned with corporate guidelines and consistently propose scenarios that maximize the use of space.
• Review, approve and/or make alternate recommendations for furniture reconfiguration requests.
• Engage and coordinate with other REWS team members in service delivery.

Scope:

• Accountable for administering, managing, and keeping the company’s business processes and procedures related to Occupancy and Space planning.
• Maintaining accurate data related to floor plans, space use, and occupancy.
• Accountable for forecasting O&M and Capital costs for recommendations/projects.
• Develop detailed occupancy and migration plans that can be executed through large group moves, including full building restack (1500 people or more).

 
Working Relationships:

• This individual will work closely with the space and occupancy team in the delivery of services across the enterprise.
• This individual provides support to internal clients and stakeholders at all levels of the organization.
• This individual is accountable for managing the relationships with external vendors, ensuring project delivery in a manner conducive to the company’s standards.

Knowledge, Skills, & Abilities:

• Expertise in the use of data before design to develop space and occupancy solutions for the business.
• Related university degree and minimum of seven years of experience OR equivalent combination of formal education, certification, and experience in occupancy planning, space planning, interior design or other related areas) will be considered.
• Strong project Management skills (certification an asset).
• Strong skills in Microsoft Excel and PowerPoint (pivot table, V-lookup, charts, formulas, graphics, layouts, storytelling using data analysis).
• Fluency in written and spoken English needed.
• Experience using Tango or other Computer-Aided Facilities Management (CAFM) systems.
• Sharp analytical skills to quickly analyze complex situations, determine key issues and implement clear, targeted documentation and plans.
• Demonstrates learning and innovation by making use of new concepts and principles when developing solutions and contributes to on-going improvement within functional areas.
• Conveys a clear understanding of how own activities relate to critical business drivers.
• Draws upon business and industry knowledge when making decisions.
• An ability to develop scenarios that may affect the team or organization in the future and use insights to develop recommendations.
• Consistently drives initiatives/ efforts to successful completion and closure on time.
• Demonstrated bias for action/sense of urgency.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse work environment.
• Ability to work independently and proactively.
• Connect with others on team projects and use their strengths and knowledge to deliver the best possible results.
• Demonstrated highly effective soft skills, including negotiation, facilitation, risk communication, and conflict resolution with the ability to influence outcomes.
• Conveys information clearly, concisely, and professionally, and consistently tries to keep others well informed.
• Operates with a clear sense of purpose that gives meaning to everyday activities
• May be needed to provide guidance to junior employees or coordinate the work of a small team.
• Ability to understand and offer valuable insight into architectural drawings and referral plans.

Working Conditions:

• An open-concept office environment that requires diplomacy, privacy, and confidentiality.
• Adherence to company policies.
• An ever-changing environment, coupled with competing priorities, requires flexibility and organization.
• Ability to always deal with high-pressure situations or dissatisfied internal clients in a calm and professional manner, and skilled at de-escalating in a high-pressure environment.
• Diligence and an elevated level of accuracy are needed.
• Initiative-taking and superior customer service skills.
• Ten percent travel to other locations outside of the province (Visit assigned sites as needed to set up and support working knowledge of facilities.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 37.49/hr.