EMEA Space & Occupancy Leader

Client IFM | Hilversum, Netherlands

Job Information

Job Family / Function: Program & Project Management / Moves, Additions & Changes

Reports To: EMEA Alliance Director

Location: Hilversum, Netherlands (EHQ-based, EMEA-wide remit)

Team: 1 direct report

About the Role

The EMEA Space & Occupancy Leader is the single point of accountability for all space and occupancy planning services across our Client's European Headquarters (EHQ) in Hilversum and the EMEA city portfolio. This is a hands-on delivery role requiring a disciplined focus on accuracy, timeliness, and client satisfaction - with equal emphasis on executing day-to-day tactical responsibilities and shaping longer-term occupancy strategy.

The individual ensures floorplans are always current, occupancy data is accurate and accessible, client-facing dashboards and reporting are maintained to a consistently high standard, and that Client stakeholders receive regular, insight-led updates on space utilisation and planning options. Where strategic decisions are required, the role provides well-reasoned recommendations aligned to the Client's real estate objectives and EMEA occupancy strategy.

The role operates at the intersection of IFM, Project Management, and the Client, reporting to the EMEA Alliance Director and managing a team of one dedicated team member and other variable resources.

What You'll Do

1. Floorplan Management & Space Data Accuracy

• Maintain and regularly update CAD-based floorplans across all EHQ buildings and EMEA city offices, ensuring drawings reflect current as-is conditions at all times in line with Client drawing standards.

• Keep all space metadata current in Client-approved platforms (Archibus / OSIS / PeoplePower) - including room types, allocations, capacity, headcount, and room naming - with changes actioned promptly following moves, reconfigurations, or project handovers.

• Conduct regular floor walks and space audits to validate physical conditions against system records; resolve discrepancies through defined escalation processes.

• Publish approved floorplans to Client Zero for employee access; upload project handover documentation to PeoplePower in coordination with the IFM Project Management team.

• Coordinate with GPSi, Client HR, and Workplace Effectiveness to ensure headcount, capacity, and utilisation data sets remain aligned and consistent across all platforms.

2. Occupancy Reporting & Client-Facing Dashboards

• Own the production and maintenance of client-facing occupancy dashboards, ensuring data is accurate, up to date, and presented in a format that is clear and actionable for Client stakeholders.

• Deliver regular occupancy reporting to the Client covering capacity, headcount, presence, and utilisation metrics across EHQ and EMEA cities, proactively flag trends, risks, and numbers outside agreed target ranges.

• Partner with GPSi and BI platforms to collect, validate, and interpret occupancy data; manually calculate and reconcile presence and utilisation figures where automated tools are not yet fully deployed.

• Prepare concise, insight-led updates for client governance meetings and steering committees, translating data into clear narratives and recommended actions.

• Track move and occupancy outcomes against agreed objectives; report post-occupancy findings back to the Client and Workplace Insights function to support continuous improvement.

3. Tactical Occupancy Planning - EHQ

• Plan and coordinate all short-term moves, additions, and changes across EHQ, including move programming, test fits, furniture layouts, team adjacency plans, and scenario development for allocation changes.

• Monitor team allocations across all EHQ buildings to ensure headcount does not exceed life/safety code limits; respond promptly to workspace allocation enquiries from Client business stakeholders.

• Prepare detailed documentation and annotated floorplans for handoff to the move management team, support MAC processes through accurate, timely space data.

• Maintain comprehensive team profiles capturing current state, growth projections, adjacency requirements, and workspace preferences, updated through regular engagement with Client administrative staff and business leads.

• Ensure all occupancy plans comply with building codes, health and safety regulations, accessibility standards, and Client's Global Standards.

4. Occupancy & Space Planning Recommendations

• Proactively identify opportunities to optimise space utilisation across EHQ and the EMEA city portfolio; develop and present well-reasoned recommendations to the Client that reflect Client's occupancy strategy, adjacency needs, and portfolio objectives.

• Develop and propose multiple occupancy scenarios - with supporting data, cost implications, and risk/benefit analysis - to inform Client decision-making on reconfigurations, consolidations, or space investments.

• Provide strategic occupancy planning input for EMEA cities (Paris, Berlin, Milan, Barcelona, London, and others), supporting mid-to-long-range real estate planning in partnership with Client GPS and the Alliance Director.

• Contribute to 2-10 year planning roadmaps, migration sequencing, and high-level budget forecasting that inform Client's portfolio investment and divestment decisions across the EMEA region.

• Ensure all planning recommendations integrate sustainability goals and are aligned to GPS Global Standards and Client's enterprise objectives.

5. Client Engagement & Stakeholder Management

• Provide regular, structured updates to the Client on space and occupancy performance, upcoming changes, risks, and planning options - ensuring Client stakeholders are consistently well-informed and able to make timely decisions.

• Attend client meetings and steering committee sessions; draft meeting minutes, track actions, and obtain approvals to proceed where required.

• Act as the primary IFM interface for all space and occupancy matters, maintaining trusted working relationships with Client GPS, GPSi, IFM operations, and Project Management teams.

• Provide planning and floorplan support to IFM Project Management for small works and building reconfigurations that affect space allocations.

6. Team Leadership

• Lead and develop a team of one, providing clear direction, day-to-day support, and structured performance management to ensure consistent, high-quality delivery across the EMEA portfolio.

• Model behaviours consistent with CBRE RISE values; contribute to a collaborative, solutions-focused team culture within the broader IFM account.

What You'll Need

• Bachelor's Degree preferred with 3-5 years of relevant experience in space planning, occupancy planning, or facilities management. A combination of experience and education will be considered. LEED, Corporate Real Estate, or Facilities Management certification is advantageous.

• Demonstrated, hands-on experience in occupancy data management, floorplan maintenance, dashboard reporting, and MAC coordination - with a track record of delivering accurate, timely outputs in a client-facing environment.

• Proficiency with space management platforms (e.g. Archibus, OSIS, PeoplePower) and CAD/AutoCAD; strong command of Microsoft Office, particularly Excel and PowerPoint.

• Strong analytical capability - able to interpret utilisation data, workforce trends, and financial information and translate these into clear, actionable recommendations for senior client stakeholders.

• Excellent communication and stakeholder management skills; confident presenting to senior Client teams and cross-functional working groups, including regular written and verbal client reporting.

• Organised, detail-oriented, and delivery-focused, with the ability to balance competing priorities and maintain high data quality standards in a dynamic, multi-site environment.

• Experience managing or developing a small team, with a collaborative and inclusive leadership style.

• Fluency in English required; Dutch or another European language is an advantage given the EMEA-wide remit.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

High School Diploma or GED (General Education Degree) required. Bachelor's degree (BA/BS) from four-year college or university preferred. Minimum of four years of related experience and/or training.

AutoCAD drawing experience is required.

CAFM software experience is preferred.

CERTIFICATES and/or LICENSES

Professional Registration in Architecture or Interior Design and/or Certification in Corporate Real Estate and Facilities Management preferred.
LEED certification or Facility Manager Certification preferred.

COMMUNICATION SKILLS

Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.

FINANCIAL KNOWLEDGE

Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and/or commissions. Conducts basic financial analysis.

REASONING ABILITY

Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.

OTHER SKILLS and ABILITIES

Intermediate experience in Microsoft Office Suite applications including: Word, PowerPoint, Excel, Outlook, etc.

Ability to provide efficient, timely and reliable service to client(s). Ability to present information in an effective way. Ability to respond effectively to sensitive issues.

Ability to collaborate, problem solve and multi-task. Ability to adapt to change when necessary. Familiar with system furniture design and modular furniture while demonstrating knowledge and adherence to building regulations and health & safety guidelines.

SCOPE OF RESPONSIBILITY

Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

CBRE GWS

CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.

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