Facilities Management Specialist

Position overview

This role is focused on planning, optimizing, and managing workplace allocations across the organization so office space is used efficiently and remains aligned with business growth. The specialist will keep space records accurate, support ongoing operational needs, and coordinate closely with Facility Management, HR, IT, and department leaders to make sure workplace planning matches corporate standards.

Experience in workspace and space planning is required.

Key responsibilities

• Create and update space plans for all facilities so available areas are used effectively and stay compliant with internal standards.
• Assign workspaces according to department needs, expected headcount, and business priorities.
• Manage seating changes, office relocations, and departmental moves in coordination with FM, HR, and IT.
• Keep space inventories, floor plans, and occupancy records current in CAFM/IWMS platforms.
• Monitor space utilization, occupancy levels, and upcoming space requirements.
• Prepare recurring utilization reports and dashboard summaries for management.
• Review existing space usage and suggest ways to improve efficiency and employee experience.
• Assist with workplace transformation programs such as hybrid work models, hot-desking, and shared spaces.
• Spot underused areas and recommend options for reassignment or redesign.
• Partner with Facility Operations, Projects, HR, and IT to deliver space-related changes smoothly.
• Serve as the main contact for space requests, approvals, and change coordination.
• Support leaders with planning scenarios and space-related decision-making.
• Ensure layouts meet safety, accessibility, and regulatory standards.
• Maintain compliance with workplace standards and branding requirements.
• Assist with audits and inspections involving occupancy and space use.

Qualifications and experience

A bachelor’s degree in Facility Management, Architecture, Interior Design, Engineering, or a similar field is required. The preferred background is 3 to 7 years in space planning, facilities management, or workplace strategy. Experience using CAFM/IWMS tools such as Archibus, Planon, or FM Systems is an advantage. The role also calls for strong analytical ability, confidence in reading floor plans and technical drawings, solid communication skills, and the ability to manage stakeholders effectively.

Additional requirements

Important functional skills include space planning and workplace design, AutoCAD or a comparable drafting tool, data analysis and reporting, project coordination, problem-solving, attention to detail, and strong organizational ability.