Position Summary

The Space Management Specialist serves in a central operational position for all laboratory office, research, and workspace assets. Working in direct partnership with the client’s leadership, the Space Management Specialist will design, implement, and maintain a centralized space utilization database. This role ensures the optimal, efficient, and equitable allocation of spaces to Laboratory personnel and organizations, directly supporting the scientific and operational missions of the customer.

Key Responsibilities

Design, implement, and maintain a centralized, highly accurate Integrated Workplace Management System (IWMS) database tracking all available office, laboratory, and collaborative workspaces across the client’s campus.Conduct regular space audits and physical verification surveys to monitor utilization rates, spatial constraints, and evolving departmental needs.Generate actionable reports and spatial analytics to inform executive leadership on long-term facility planning and real estate utilization.Execute the daily administration of space assignments for Laboratory personnel, visiting scientists, and organizational divisions, executing the strategic directives of client Leadership Process and evaluate spatial requests, proactively mediating competing demands to reach equitable, mission-focused resolutions.Serve as the primary point of contact for organizational moves, relocations, and workspace reconfigurations, coordinating closely with facilities and IT teams to ensure seamless transitions.Maintain a transparent documentation trail of all allocations, lease agreements, and occupancy metrics.Liaise with Building Management Services, Facilities Engineering, and Environmental, Safety, and Health (ES&H) teams to ensure assigned spaces are compliant with laboratory standards.Facilitate stakeholder meetings with organizational leaders to forecast future personnel growth and corresponding spatial requirements.Maintain an optimal target capacity threshold across all categories, ensuring minimal square footage remains unallocated or underutilized.Achieve and maintain a 98%+ data accuracy rate for the global space inventory through routine digital tracking and physical audits.

Acknowledge space requests within 48 business hours and provide formal, data-backed allocation recommendations to Fermilab Leadership within 5 business days.Minimize the duration between a workspace being vacated and its reassignment or reconfiguration for the next occupant.

Minimum Qualifications

Bachelor’s degree in Facilities Management, Business Administration, Architecture, Operations Management, or a closely related field.Minimum of 3–7 years of progressive experience in facility management, space planning, or property administration, preferably within a large-scale academic, corporate, or government research institution (e.g., Department of Energy complex).Exceptional stakeholder management, conflict resolution, and interpersonal skills, with the ability to communicate effectively at all levels of a highly technical, scientific organization.Disclaimer:

Please note that the described work arrangement is subject to change based on business needs and is not guaranteed to be final.

Onsite: This is an onsite role, and the candidate must be able to work from our Batavia office.