Project Coordinator - Real Estate | Planning & Development

Partnering with Aquent, you will step into a vital role with a leading industry pioneer, where your coordination expertise will directly shape the daily workplace experience for thousands of employees. In this dynamic position, you will drive the seamless execution of office modifications, space planning, and large-scale internal moves, directly enhancing organizational productivity and fostering a vibrant, collaborative environment.

About the Organization

Our client is a cornerstone of its industry, dedicated to operational excellence and fostering a dynamic work environment. Managing a vast portfolio of facilities, this enterprise ensures seamless operations and an optimal experience for its extensive workforce. Committed to innovation and efficiency, they offer an ideal environment for professionals looking to contribute to the foundational infrastructure that drives sustained success.

About the Role

We are seeking a highly organized and customer-focused professional to take on a pivotal role in shaping physical workspaces and enhancing the daily lives of employees. This is an exciting opportunity to be at the forefront of workplace transformation, where your expertise will directly impact productivity and satisfaction. You will ensure efficient, well-managed facilities that adapt seamlessly to evolving needs, making a tangible impact on daily operations and long-term workplace strategy.

What You'll Do

• Monitor, process, and route incoming service requests through work order and ticketing systems, coordinating requests for office moves, furniture installations, signage, and other workplace modifications.
• Maintain accurate ticket documentation, tracking logs, spreadsheets, and status updates, ensuring timely request close-outs and clear communication with stakeholders.
• Support architects and planning analysts in implementing move/add/change (MAC) requests and commercial office space modifications.
• Update seat assignments, occupancy information, and floor layouts within space management systems, retrieving and distributing floor plans as needed.
• Assist with reviewing office layouts to support space utilization, occupancy requirements, and workplace standards, conducting facility floor walks to validate layouts.
• Coordinate internal office moves across various facilities, including scheduling the movement of furniture, equipment, and employee belongings.
• Coordinate moving teams and related services, working closely with facilities operations to coordinate signage installation and other physical workplace updates.
• Support furniture requests, including logistics, deliveries, and installations, while following up with vendors and internal teams to ensure on-schedule delivery.
• Serve as a primary coordination point for internal customers, contractors, and vendors regarding workplace requests.
• Develop reports, spreadsheets, and summary tables related to space utilization, move activity, and service requests.
• Review daily and weekly moving team logs, validate timesheets, compile totals, and prepare documentation for approval.
• Maintain organized electronic and physical records, providing general project coordination and administrative support.

What You'll Bring

• Approximately 2-5+ years of experience in project coordination within facilities, workplace planning, commercial real estate, architecture support, or commercial interiors.
• Proven experience coordinating office moves, furniture installations, workplace modifications, or MAC (Move/Add/Change) requests.
• Advanced proficiency in Microsoft Excel, including data tracking, spreadsheet maintenance, reporting, and pivot tables.
• Proficiency in the full Microsoft Office Suite (Excel, PowerPoint, Outlook, Word).
• Experience with work order, service request, or ticketing systems (Maximo or similar facilities management platform).
• Exceptional organizational skills and attention to detail, capable of managing multiple concurrent requests and prioritizing deadlines.
• Strong written and verbal communication skills, with the ability to interact professionally with internal customers, vendors, contractors, and management.
• Ability to thrive in a fast-paced, high-volume corporate environment while maintaining accurate records.
• Working knowledge of commercial office space planning, furniture coordination, or workplace modifications.
• Bachelor's degree.

Even Better If You Have

• Direct experience with Maximo or other facilities management and/or space management systems.
• Experience supporting architects, space planners, or facilities planning teams.
• Familiarity with space management systems and digital floor plan or occupancy databases.
• Ability to interpret floor plans, understand occupancy data, and support space utilization initiatives.
• Experience coordinating corporate office reconfigurations and move management.
• Background in commercial interiors, facilities operations, or corporate real estate.
• Experience compiling operational reports, reviewing work logs, and reconciling timesheet or service activity data.