Project Coordinator – Space Management

EXD/CSI/BID is looking for a Project Coordinator who will contribute to the implementation of the Organisation’s space management strategy and to the delivery of space planning projects and initiatives. The selected candidate will work hands-on on a range of projects and activities related to office space management, workplace planning and office moves, while supporting the effective use of space management tools and applications. The selected candidate will work under the supervision of the Head of the Space Planning Unit.
Main Responsibilities
Space Projects, Relocation and Densification
Coordinate office planning, relocation and densification projects from needs assessment through implementation, in collaboration with internal clients and technical teams.
Gather user requirements and prepare project briefs, feasibility studies, layout options, schedules and cost estimates to support decision-making.
Prepare plans, technical specifications and requests for quotation, and coordinate the delivery of works by architects, contractors and other service providers.
Integrate technology requirements into new spaces including meeting rooms and connectivity.
Ensure compliance with the fire safety and accessibility requirements, including for people with reduced mobility, and promote workstation ergonomics.
Identify and mitigateproject risks related to schedule, budget and business continuity during works.
Monitor project schedules, expenditure and risks, escalating issues and helping to ensure timely delivery, business continuity and the effective use of resources.
Coordinate day-to-day officemoves based on internal client requests received through the ticketing system, in collaboration with other technical services and verify the delivery and installation of furniture and equipment.
Space Data and Performance Analysis
Maintain accurate plans and inventory and records of space allocated to each directorate, in coordination with directorate resource managers, using 2D plans and dashboards.
Liaise with finance and internal clients to anticipate future needs and determine the allocated surfaces for chargeback purposes.
Analyse occupancy rates using sensor and badge data to support the right-sizing of spaces
Prepare KPI reporting for management, including occupancy rates, cost per m² and density
Conduct post-move satisfaction surveys, gather user feedback and implement corrective adjustments as needed.
Procurement, Suppliers and Furniture Management Support
Regularly inspect the condition of furniture, to ensure user safety.
Update Inventory records and prepare documentation required for furniture disposal.
Organise furniture repairs and maintenance carried out by external service providers.
Coordinatee tenders and contribute to the selection of service providers, including movers, furniture suppliers, project manager consultants and work contractors.
Client service and internal stakeholder engagement
Build close working relationships with internal stakeholders, with a strong focus on client service.
Contribute to the development of communication tools tailored to client needs, in line with established processes.
Apply existing communication strategies to promote projects and workspaces, increasing their visibility and adhere to all OECD communication standards and best practices, liaising with the Communications Directorate as needed.Actively cooperate with various OECD services, including Procurement, Finance, Security, Quality, Health and Environment, and IT.
Ideal Candidate Profile
Professional Experience
At least four years of professional experience in the planning, supervision, and coordination of small- and large-scale building projects (interior and/or exterior), preferably gained within large organisations or companies.
Experience coordinating projects related to innovative, flexible, and agile working environments.
Experience coordinating multiple, simultaneous, and complex projects involving clients and diverse stakeholders, under tight deadlines.
Experience drafting technical and administrative documents and analytical reports; experience in architectural design and strong drawing skills would be an asset.
Experience coordinating contracts and monitoring budgets, with strong attention to detail and rigorous focus on the optimal use of resources.
Professional experience in a multicultural environment would be an advantage.
Tools
Practical knowledge of standard software used within the Organisation, particularly Outlook, Word, and Excel.
Very good knowledge of office planning software, in particular AutoCAD.
Ability to quickly learn and use other IT systems and applications used for space planning.
Core Competencies
OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring process: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 2); Collaboration and Horizontality (Level 2); Achieve Results (Level 2); Innovate and Embrace Change (Level 2).
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
Languages
Fluency in one of the two OECD official languages (English and French) and a working knowledge of the other.

Employment type
Full-time

Work arrangement
No