Occupancy Specialist

Simpson Thacher & Bartlett LLP

. Coordinate workplace planning and occupancy activities according to Firm policies, standards, and planning protocols .

Posted 10/23/2026full-timeNew York City • New York • United StatesMid-LevelSenior💰 $85,000 - $100,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in workplace planning, occupancy management, and project coordination, with strong capabilities in data maintenance, reporting, and communication. Proficient in managing logistics and supporting operational standards within facilities management.

Highest-signal resume keywords

Workplace PlanningOccupancy ManagementProject CoordinationMicrosoft Office Suite ProficiencyStrong Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Occupancy Data MaintenanceSpace PlanningProject TrackingReport PreparationData Validation

Soft Skills

Organizational SkillsTime ManagementAttention to DetailInterpersonal Communication

Tools & Technologies

CAFM/IWMSCADWorkplace Management Systems

Industry Keywords

Facilities ManagementCorporate Real Estate OperationsEmergency PreparednessLife Safety Activities

About the role

Key responsibilities & impact

Coordinate workplace planning and occupancy activities according to Firm policies, standards, and planning protocols
Process space requests, seating assignments, office moves, and occupancy changes
Maintain occupancy plans, floor plans, seating charts, workplace databases, planning records, and documentation
Monitor personnel and occupancy changes and update workplace management systems
Support global occupancy initiatives through planning, coordination, reporting, and data maintenance
Maintain workplace, occupancy, utilization, and space-planning data
Prepare reports, dashboards, analyses, and summaries for leadership
Review and validate data, identify discrepancies, and coordinate corrections
Serve as a point of coordination for workplace and space-related requests
Gather workplace requirements and coordinate requests through review, approval, and implementation processes
Support employee onboarding and offboarding and coordinate related workplace requirements and logistics
Prepare communications related to visitors, employee arrivals and departures, relocations, and workplace activities
Coordinate logistics, documentation, scheduling, and status tracking for workplace planning projects, office moves, relocations, and reconfigurations
Coordinate office moves, furniture deliveries, and related workplace logistics
Track project milestones, deliverables, dependencies, and follow-up activities
Prepare meeting materials, project updates, notes, action items, and documentation
Partner with GREWS, Facilities, IT, service providers, and other stakeholders
Support workplace planning processes, procedures, templates, and operational standards
Provide scheduling, coordination, communication, and administrative support for GREWS operations
Coordinate physical security, emergency preparedness, and life-safety activities
Maintain Emergency Action Plans, Life Safety and Fire Warden lists, emergency floor plans, and related documentation
Support distribution of emergency preparedness and life-safety information
Perform additional duties and support special projects as assigned

Requirements

What you’ll need

High School diploma or GED equivalent
Minimum 4+ years of administrative, facilities, workplace, project coordination, or related operational experience
Strong organizational and time-management skills, with the ability to manage multiple priorities and maintain attention to detail
Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint
Strong written, verbal, and interpersonal communication skills
Experience supporting workplace planning, facilities management, occupancy management, or corporate real estate operations (preferred)
Familiarity with workplace management, CAFM/IWMS, CAD, or occupancy management systems (preferred)
Experience coordinating projects, tracking deliverables, and maintaining operational records (preferred)
Must not require employer sponsorship for a work visa