Office Space Planner (Part-Time)

Company description

Publicis Re:Sources is at the core of Publicis Groupe, the world's largest communications company. We are the only full-service, end-to-end shared service organisation in the industry, enabling Groupe agencies to do what they do best: innovate and transform for their clients.

Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis Re:Sources has grown to 6,000+ employees in over 55 countries. We provide technology solutions and business services, including finance, accounting, legal, benefits, procurement, tax, real estate, treasury and risk management, information security, and global mobility - supporting 110,000+ employees across the Publicis Groupe network. Our people are at the centre of everything we do, bringing curiosity, collaboration, and a commitment to excellence to their work every day.

Learn more about Publicis Re:Sources and the Publicis Groupe agencies we support at

Overview

The Facilities Space Planner will maintain accurate space, occupancy and workplace-planning information across the UK & Ireland property portfolio and provide a responsive space-planning service to internal stakeholders.

The role will translate business requirements into practical, compliant and efficient workplace layouts; maintain accurate CAD drawings, occupancy records and stacking plans; coordinate office moves and day-to-day workplace changes; and support minor refurbishment and furniture projects.

This role would suit an experienced, hands-on space planner who combines strong CAD and analytical capability with a practical understanding of how workplaces operate. The successful candidate will be comfortable moving between technical drawing work, data management, site surveys and stakeholder conversations.

They will be a self-starter who can independently manage routine space-planning requirements while recognising when a proposed change requires broader project, commercial, compliance or specialist input.

Responsibilities 1. Space planning and CAD management

• Maintain accurate and current AutoCAD floor plans for all relevant properties within the UK & Ireland portfolio.
• Produce existing, proposed and final layouts for workplace changes, relocations and minor projects.
• Develop test-fit layouts to assess the feasibility of new or changing business requirements.
• Prepare clear, numbered workplace plans showing desks, offices, meeting rooms, collaboration spaces, phone booths, support areas and shared facilities.
• Ensure layouts accurately reflect changes to workstation numbers, furniture, room use and team locations.
• Update plans promptly following moves, refurbishments and other workplace changes.
• Maintain an orderly and controlled drawing register, including version control, issue dates and drawing status.
• Work with project teams, designers and contractors to obtain and retain accurate final and as-built drawings.

2. Occupancy and capacity planning

• Maintain accurate workstation-capacity and occupancy information by property, floor and business unit.
• Produce and maintain portfolio stacking plans.
• Reconcile assigned headcount, team allocation and physical workstation capacity.
• Identify available capacity, space constraints, inefficient layouts and potential consolidation opportunities.
• Prepare occupancy scenarios to support changes in headcount, team structure or working arrangements.
• Provide early-stage feasibility assessments for new acquisitions, agency transfers, consolidations and relocations.
• Support the development and maintenance of workplace-planning principles and space standards.
• Highlight material discrepancies between drawings, occupancy data and observed use of space.

3. Moves, adds and changes

• Plan and coordinate minor office moves, relocations and workplace churn with the Property Manager.
• Prepare seating plans, numbered move drawings and supporting move schedules.
• Gather and validate requirements with agency and departmental stakeholders.
• Liaise with IT, Facilities, furniture suppliers and relocation contractors to ensure that requirements are clearly communicated.
• Identify dependencies relating to furniture, power, data, technology, access and workplace readiness.
• Undertake pre-move and post-move checks.
• Ensure drawings, stacking plans and occupancy records are updated after each completed move.
• Support larger relocation and property projects led by the Real Estate or project-management team.

4. Workplace projects and improvements

• Support minor workplace refurbishments, space reconfigurations and furniture projects.
• Produce initial layouts and test fits before the appointment of external architects or designers, where appropriate.
• Assist with the planning and placement of desks, meeting-room furniture, collaboration settings, phone booths, storage and support facilities.
• Help maintain consistent workplace and furniture standards across the portfolio.
• Maintain information on existing furniture and identify opportunities for reuse or redistribution.
• Coordinate minor changes with relevant contractors and internal teams.
• Monitor completion against the agreed layout and report material variations or defects.
• Support accessibility, wellbeing and inclusive-design considerations within workplace layouts.
• Escalate projects that require significant capital expenditure, specialist design input or formal project management.

5. Space data and reporting

• Maintain a reliable portfolio space dataset, including:
  • Property and floor information
  • Net internal areas, where available
  • Business-unit and agency allocations
  • Assigned headcount
  • Workstation capacity
  • Available capacity
  • Occupancy ratios
  • Meeting-room and ancillary-space information
• Produce regular space, capacity and occupancy reports for the Real Estate and Facilities teams.
• Prepare before-and-after plans and summary information for proposed changes.
• Support portfolio reviews, budget submissions, business cases and leadership presentations with accurate space information.
• Conduct periodic floor-plan and occupancy audits.
• Investigate and correct inconsistencies between CAD plans, occupancy