Occupancy Planning Lead

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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented peopleand empowering them tothrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

What this job involves

This player-coach position combines strategic leadership with hands-on occupancy planning delivery. You will lead a team of Occupancy Planners while personally managing an assigned portfolio.

The role demands excellence in client relationship management, strategic vision, and proven leadership experience in Occupancy Planning. You will ensure clients receive JLL's premier Occupancy Planning & Management solutions, products, and tools that align with industry best practices.

Key Responsibilities include:

Leadership & Team Management

• Lead, mentor, and develop a team of Occupancy Planners and Senior Occupancy Planners
• Train team members on planning methodologies, tools, and client engagement best practices
• Provide oversight of team-level occupancy planning and management operations
• Structure, staff, and manage projects and teams to ensure clarity, timely execution, and successful outcomes
• Educate team and local contacts/vendors on planning and space policies/standards, procedures and protocols

Client Relationship Management and Strategy Development

• Serve as a trusted advisor to clients, the Account Director, and internal teams
• Lead the account-level delivery of comprehensive Occupancy Planning and Management services
• Contribute valuable industry insights and thought leadership to enhance client outcomes
• Foster critical relationships between various individuals, organizations, and JLL businesses to ensure coordination and collaboration
• Facilitate and/or resolve issues identified in portfolio planning meetings

Hands-On Portfolio Planning & Delivery

• Within your assigned region/portfolio, provide direct delivery of occupancy planning services:

Strategic Analysis & Forecasting:

• Answer critical questions: How much space is currently available? What is workplace strategy impact to overall capacity? What are projected space needs based on top-down demand forecast and business requirements by group?
• Apply top-down headcount projections by business unit for a rolling three-year planning horizon
• Work with Portfolio Strategy team to inform overall strategy
• Track and report projected versus actual headcount by business unit
• Analyze current supply and capacity metrics and forecast inventory fluctuations for a rolling three-year timeframe

Space Optimization & Planning:

• Analyze the client's portfolio and identify opportunities to optimize space for all organizations within the existing portfolio and new acquisitions
• Develop site-specific planning strategies with Senior Leadership and Portfolio Strategy
• Focus on portfolio planning and management, space optimization, and supporting clients through migration initiatives, from individual relocations to group moves
• Employ meticulous attention to detail with numerical data and develop creative spatial solutions

Migration & Implementation:

• Collect preliminary program requirements for each Org/Team (by building, if necessary)
• Develop migration plans and sequencing of group-level moves/relocations
• Develop stacking diagrams by market, by building, and by floor reflective of current state and future state based on three-year demand forecast
• Maintain and secure business units' agreement to migration and stacking plans
• Inform scopes, phasing, schedules, and budgets for project implementation based on stacking plans/strategy
• Ensure planning is aligned with corporate guidelines, and that all scenarios support short + long-term growth and business requirements

Space Management & Standards:

• Recommend and apply space policies/standards, procedures and protocols
• Develop, maintain, and report space allocation plans and issue space allocation reports
• Review Site Audit Data (including seat assignments, occupancy, vacancy, labs & equipment) and partner with local Space Planner for validation needs/timing
• Implement/Support the Mobility Program, including analysis of badge data and utilization studies to inform planning recommendations

Reporting & Deliverables

• Create accurate and credible planning reports to support Corporate Real Estate decision-making, including space, demand, and utilization tracking
• Assist in issuing the Quarterly Report including: headcount projections, supply and capacity information, status of major initiatives (real estate action plan) for the portfolio; monthly space allocation data, group block plans
• Review, prepare, and update project status reports that compare actual versus projected seat demand
• Consolidate data and floor plans into PowerPoint presentations for clients
• Support development of long-range strategy documents, incorporating occupancy strategy at a building and org level into overall planning narrative
• Produce migration and stack plans by market, site, floor level
• Produce allocation floor plans (actual and proposed)
• Measure, monitor, and report cost saving and value-added contributions

Communication & Collaboration

To ensure successful portfolio strategy implementation, accurate reporting of information, and foster critical relationships, maintain communication channels with:

• Group-level leaders: Collect top-down headcount forecasts, collect business requirements, obtain alignment with strategic plan, resolve allocation forecast discrepancies; provide regular reporting specific to Org Occupancy at site level
• Portfolio Strategist(s): Review and resolve geography-specific forecasts, needs, concerns, and issues
• Space Planners and CAD-SDM Team: Ensure accuracy of planning database information; review and resolve campus/building-specific needs, concerns, and issues including bottoms-up forecasts
• Project Management/Facility Management/Space Planners: Provide site-specific programming information and review stacking strategies for feedback
• Collaborate with: Portfolio Strategy, Transactions, Project & Move Management, and Facility Management teams
• All levels of leadership: From administrative to executive

Additional Responsibilities

• Attend kick-off meetings for new real estate acquisitions, major renovation projects, and project moves
• Understand complex ideas and communicate them effectively to others on the account and client-side
• Use critical thinking skills to tell a story through data, using tools like Microsoft Excel (pivot tables, v-lookups) and understanding of floorplans
• Local and domestic travel is required to facilitate regular in-office attendance, site visits, and client contact

Required Skills & Competencies

• Leadership Skills: An inspirational leader with exceptional communication, active listening, and presentation skills to persuasively promote ideas. Must operate with a sense of urgency and be decisive.
• Strategic & Analytical Skills: A structured approach to problem-solving with a natural inclination for planning strategy and tactics. Must be strategic, with a strong bias towards transformation, execution, and driving sustainable change.
• Project Management Skills: Knows how to effectively structure, staff, and manage projects and teams to ensure clarity, timely execution, and successful outcomes.
• Influencing and Teamwork: Ability to influence others toward a common vision and work collaboratively as a team player.
• Character: Possesses unwavering ethical standards, a collaborative nature, and a drive for excellence. Must be resourceful, resilient, flexible, and adaptable in ambiguous situations.
• Communication: Excellent written, verbal, and visual communication skills to engage with all levels of leadership. Strong ability to convey planning strategy in written format incorporating supportive data and floor plans into concise presentations to client and lines of business.

Technical Proficiency:

• Proficient in CAFM systems

• Proficient in Microsoft Excel (pivot tables, V-Lookups, cell calculations, formulas, etc.)
• Ability to work in all Microsoft Office suite software
• Ability to conduct and actively participate in video conferencing meetings effectively

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Estimated compensation for this position:

This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.

Location:

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

• Early access to earned wages through Daily Pay

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.

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