Workplace Project Coordinator - Greater Boston Area

Overview

Join MovePlan and be part of a people-first workplace consultancy that has been delivering workplace change and relocation projects since 1986.

We’re an ambitious, supportive, female-owned and led business where people are trusted to take ownership, solve meaningful challenges, and grow their careers. We value performance and potential and welcome people from all backgrounds.

You’ll work across industries, supported by experienced colleagues, mentors, and training, with strong benefits, competitive time off, and the flexibility of a hybrid, highly mobile work environment.

Company benefits

Competitive salary, paid time off, health insurance, FSA

2-week sabbatical after 5 years

Birthday day off

Paid time off to volunteer or give back to an organization you care about

401k with a company matching opportunity

Long and Short-Term Disability

Role summary

You’ll support workplace change and relocation projects for MovePlan’s growing client base across financial services, media & tech, pharma & healthcare, education, and public services. Working alongside the MovePlan project lead, you’ll take ownership of assigned responsibilities and defined workstreams, helping deliver projects grounded in industry best practices.

As you develop in the role, you’ll be expected to identify next steps, maintain momentum, and work with decreasing oversight while knowing when to seek guidance or escalate an issue.

You’ll work in a hybrid capacity, balancing on-site requirements with occasional work-from-home opportunities and travel within and outside the region.

You’ll contribute to high-quality, value-added client project delivery while building strong relationships with clients, stakeholders, vendors, and the wider MovePlan team.

What you’ll be doing

Project Coordination & Delivery

Own assigned responsibilities and defined workstreams through completion, with accountability for quality and follow-through

Support project plans, activities, schedules, and deliverables, identifying next steps and maintaining momentum with decreasing oversight

Coordinate project activities and priorities across team members, stakeholders, and vendors within your assigned remit

Support on-site activities including conducting audits, inventories, and other activities that require a physical presence as directed by the project lead

Track actions, milestones, dependencies, and commitments, following through to completion.

Client, Stakeholder & Vendor Coordination

Represent MovePlan confidently and professionally with clients and on client sites

Prioritize on-site project opportunities and activities where the space and project team allow for it

Build credibility through reliable coordination, clear communication, and consistent follow-through

Prepare for and support client, stakeholder, vendor, and internal project meetings, including agendas, actions, and meeting note documentation

Coordinate internal and external partners and vendors, communicating requirements and following up on commitments

Prepare and deliver stakeholder communications and presentations with guidance appropriate to the assignment.

Risks, Issues & Follow-Through

Identify project issues, risks, and dependencies early and raise them with the appropriate project lead

Take action within your remit to support resolution and know when an issue requires escalation

Maintain accurate action, issue, risk, and decision tracking and follow through on agreed next steps.

Quality & Project Controls

Collect, maintain, and quality-check project data, documentation, inventories, and reporting

Perform on-site space audits, inventories, and other project assessments as required

Review your work before issue and take responsibility for accurate, complete, client-ready outputs

Receive, retain, and apply feedback to future work, demonstrating improvement without repeated direction.

MovePlan & Business Contribution

Support on-site project activities, including occasional travel, weeknight, and weekend work when required

Complete internal MovePlan project and administrative responsibilities accurately and on time

Support business development through client relationships, networking, events and support for presentations.

What you’ll need

Project Delivery & Technical Capabilities

1+ years’ experience supporting or coordinating projects

Strong organization, attention to detail, time management, and written communication skills

Ability to manage multiple priorities, deadlines, actions, and project data accurately

Strong communication and presentation skills, with confidence engaging clients, stakeholders, and vendors at all levels

Practical problem-solving skills and the ability to identify issues and escalate appropriately

Proficiency in Microsoft Office, including Excel, PowerPoint, and Teams.

Professional Capabilities

Takes ownership of assigned responsibilities and defined workstreams, following through on commitments

Shows initiative by identifying next steps and working with decreasing oversight as capability grows

Leads within their remit through effective coordination, communication, reliability, and credibility

Uses sound judgment to address issues within their responsibility and knows when to escalate

Builds trusted relationships and collaborates effectively across client and cross-functional teams

Adapts to changing priorities and remains organized and composed in fast-paced or ambiguous environments

Receives, retains, and applies constructive feedback to future work without requiring repeated direction

Brings a positive, team-oriented approach while remaining accountable for individual responsibilities

Willingness to travel and work occasional weekends when project delivery requires it.

Additional Experience We Value

Workplace, relocation, change management, or occupancy project experience

Consulting, professional services, corporate real estate, facilities, or hospitality experience

Experience coordinating multi-stakeholder activities or third-party vendors

Experience with stakeholder communications, engagement, events, workshops, or training

Experience using project management, data, or workplace technology platforms

Intermediate to advanced Excel skills, including creating formulas, charts, and data analysis to support project reporting and decision-making

Experience creating compelling presentation materials, with intermediate to advanced PowerPoint or similar skills and the ability to tailor content for different stakeholder audiences

Relevant Project Management, Change Management, or industry certification.

Why MovePlan?

We’ve spent 40 years supporting some of the world’s most recognized organizations — including Microsoft, Warner Bros Discovery, Citizens Bank, AstraZeneca and GSK — to deliver workplace change, relocation, and space optimization

What makes us different is our people. We combine deep expertise with real insight into how people work, how teams behave, and what workplaces need to succeed now and in the future

If you want a role where you’ll be trusted, stretched, supported, and able to grow — MovePlan is the place to do it.

Diversity & Inclusion

We’re a boutique business with a global outlook. Our people come from many cultures and backgrounds, and we’re proud of that. We want everyone at MovePlan to feel welcome, included, and able to be themselves—every day.