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Sr. Occupancy Planner - Lab in Boston, MA at JLL

Date Posted: 3/14/2019

Job Snapshot

  • Employee Type:
  • Location:
    Boston, MA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

Senior Lab Occupancy Planner

Position’s Goal

To manage the supply, capacity and demand of a building, campus or region portfolio of space for a specific client at the business unit level. Including understanding of R&D Lab facilities and specific needs.

Deliverable Role/Responsibilities

Within the portfolio, can answer:  how much space is currently available, what are the workplace conditions, and what are headcount projections by business unit?  Specifically, the responsibilities include:

  • Summarized findings and recommendations for action or consideration by the client;
  • The status of major initiatives affecting planning decisions for the sites;
  • Develop migration plans and sequencing of group-level moves / relocations;
  • At a macro level develops scopes, schedules and budgets for project moves to occur based on global master plan strategy;
  • Facilitates and/or resolves planning issues identified in the customer planning meetings;
  • Ensures planning is aligned with corporate guidelines, and that all scenarios maximize use of space;
  • Recommends, educates and enforces space policies/standards, procedures and protocols and notifies client of customer requested exceptions;
  • Participates in Audits (including seat assignments, occupancy, vacancy, labs & equipment)
  • Measure, Monitor and report cost saving and value added contributions
  • Assist in Developing site-specific Planning Strategies with Senior Leadership.
  • Provides a single point of contact for planning -related questions within region;
  • Assemble, update and report the top-down and bottoms-up seat count projections collected at the group-level for a rolling, 3-year planning horizon and work with the client to reconcile discrepancies with tops-down projections; (PFF = Population Forecast Form)
  • Track and report actual seat demand at the group level;
  • Report actual seat demand versus projected seat demand at the building level
  • Compare over time, actual seat demand versus projected seat demand at the building level
  • As necessary, participate in project and move coordination planning meetings;
  • Reviews building specific stacking plans;
  • Reports the current supply and capacity, and forecasts inventory changes for a rolling three-year timeframe;

Management Role/Responsibilities

In addition to providing the information listed above, the management responsibilities of this role include:

  • Attends kick-off meetings for new real estate acquisitions, major renovation projects and project moves;
  • As necessary, organizes and conducts routine briefings with JLL Team and the client to outline occupancy planning related activities for relocations; and
  • Integration of occupancy planning, facility management and project management when delivering Office and Lab Planning activities
  • Management of the maintenance of the Archibus System, including understand the gaps that may exist, identifying any areas for improvement that would streamline the technology and process around it
  • Management of the CAD variable resources

Laboratory Move Coordination

  • In addition to the above responsibilities, the position involves supervising the laboratory move process and coordinator. This requires a familiarity with, and appreciation for, research laboratory facilities, equipment and instrumentation, processes and procedures, including such things as typical utility services used, equipment installation requirements, and cleaning and decontamination requirements.
  • This involves overseeing the implementation of laboratory moves. Including:
    • Understanding of the type of science being done, (Chem., Bio, Analytical, Developmental, etc.) in origination plan.
    • Development of destination lab plan for equipment and researchers.
    • Equipment list development.
    • Schedule development
    • Safety plans through out process
    • Planning and implementing the relocation of scientific laboratories and support facilities, including moving lab contents, equipment, instrumentation, glassware, and chemicals. Coordination can involve outside vendors, internal union craft labor, and lab support personnel, EH&S personnel, OEM equipment support, and direct interaction with research scientific community. 


  • Assists in Issuing the Quarterly Report: The quarterly report includes:  headcount projections, supply and capacity information and the status of major initiatives (a real estate action plan) for the portfolio; monthly space allocation data, group block plans.
  • Presents occupancy plan and appropriate updates to Corporate Real Estate
  • Facilitates and/or resolves issues related to planning.


To ensure accurate reporting of information, and foster critical relationships between various individuals and organizations, communication channels will exist with:

  • Move Coordination team to review and approve moves, develop migration plan and conduct facility audits
  • Business Unit leadership to collect headcount forecasts, resolve headcount forecast discrepancies between leadership’s numbers and those collected at the group-level;
  • Corporate Finance group to gather Top-Down projections
  • Corporate Real Estate to review and resolve planning forecasts, needs, concerns, and issues;
  • Collaborate with Project Management, Facility Management and Transactions on all Site Rationalization Efforts
  • Project management to review stacking strategies and to provide workload forecast related to project moves that are planned to occur based on occupancy plans/strategy.
  • Other Sr. Occupancy Planners to ensure cross region strategy plans are developed.

Education / Yrs of Experience

Bachelor's Degree in Architecture, Construction Management, Design or related field with a minimum of 5-7 years experience in a corporate environment.  Previous experience in space/occupancy planning at a strategic level, plus experience with interior office renovations.  Experience in Lab & Equipment Planning/Programming/Strategy (3-5 year planning)


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