Workplace Coordinator

We are seeking an experienced and highly organized Workplace Space Planning Coordinator to support our internal Space Planning Department. This part-time position (16 hours/week) will focus on managing day-to-day responsibilities related to office space planning, vendor coordination, capital project implementation, and tracking, with a particular emphasis on working closely with facility teams and managers. The ideal candidate will have experience in project management, expert-level space planning, and familiarity with the unique demands of the pharmaceutical industry. You will play a key role in ensuring projects are executed on time and within budget, while meeting the evolving needs of the business.

Key Responsibilities:

• Collaborate with facility managers and internal teams to develop and implement capital projects related to office space realignment, ensuring successful on-time and on-budget completion.
• Coordinate with vendors and manage vendor relationships to arrange services, track project budgets, and oversee the completion of space-related initiatives.
• Work directly with upper management and facility teams to assess business needs and develop solutions for space realignment during times of change or growth.
• Lead space planning efforts, providing expert solutions and recommendations for office furniture and workspace configurations.
• Monitor and assess the viability of existing office furniture and recommend replacements or upgrades as necessary.
• Manage the coordination of moves, adds, and changes (MAC) for office space and employee headcount, ensuring that all data is accurately tracked.
• Provide project management support for facilities-related initiatives, including planning and implementing space upgrades and changes.
• Coordinate service visits from furniture vendors and assist with managing routine facilities maintenance projects to ensure alignment with client standard finish requirements.
• Review building conditions, signage, and branding to ensure alignment with organizational and client standards.
• Track and report employee headcount for space planning and reporting purposes.

Qualifications:

• Education: Associate’s or Bachelor’s degree in Interior Design, Facilities Management, Architecture, or a related field.
• Experience:
• 2 years of experience in a similar role, preferably within the pharmaceutical or regulated industry.
• Extensive experience working with facility management teams and facility managers.
• Proven experience in project management, particularly in space planning and office realignment projects.
• Familiarity with the unique needs and regulations of the pharmaceutical industry is highly preferred.
• Advanced proficiency in AutoCAD, Microsoft Office Suite, and Excel (including pivot tables and VLOOKUPs).

Position Details:

• Work Schedule: Part-time, 16 hours per week (1 full 8-hour day and 2 half days of 4 hours each).
• Location: Bannockburn, IL.
• Compensation: Pay rate starts at $25/hr, commensurate with experience.
• Work Hours: Within regular business hours (9:00 AM – 5:00 PM).