SEC122625B - Mid-Level Space Management Advisor (SMA)

Job Description:

About the Role

The Mid-level Space Management Advisor (SMA) assists in the management and maintenance of the Integrated Workplace Management System (IWMS) database, enabling the SEC to monitor, audit, evaluate, and modify the use of facilities and space more efficiently. The SMA will work closely with the Senior Space Management Advisor (SSMA) to support the IWMS program and contribute to effective space utilization. This role involves database management, report generation, space walkthroughs, and collaboration with a team of space managers to optimize space efficiency.

Key Responsibilities

IWMS Management

• Ensure the accuracy of personnel, occupancy, and space data in the IWMS database.
• Serve as the secondary Point of Contact (POC) for issuing and processing space data calls, ensuring data from other sources (e.g., Office of Human Resources (OHR)) is processed accurately.
• Act as an IWMS administrator, responsible for duties such as user management, handling system access requests, security auditing, and database management.

Space Management

• Document and provide detailed design drawings for both new and existing office spaces and furniture.
• Conduct building audits to ensure employee locations, furniture layouts, and room configurations are correctly reflected in floor plans.
• Collaborate with a team of facilities professionals to manage tasks such as data calls, space and floor plans maintenance, space management, move and relocation sequencing, and signage management.
• Develop a combination of reports, meetings, personnel inspections, and other documents related to space planning.
• Apply knowledge of SEC space policy and GSA guidelines to develop solutions for efficient space utilization.
• Regularly review all SEC space assignments to ensure effective and efficient space utilization and identify potential changes or improvements.

Space Projects

• Assist in the evaluation of space assignment requests, including determining the necessity and urgency of requests.
• Analyze personnel and equipment space needs, and determine optimal space assignments for maximum utilization.
• Evaluate data related to location, square footage, floor load capacity, and code requirements to compile reports that support space planning.
• Review project plans, layouts, and construction requirements, and recommend logical approaches to accomplish space utilization goals.

Administrative Duties

• Support the SSMA in addressing questions, comments, and inquiries regarding space management and IWMS processes.
• Regularly conduct internal audits to ensure data accuracy and operational efficiencies.
• Coordinate all assignments through the SSMA to ensure smooth workflow and project execution.
• Ensure that no actions are taken that could commit Government funds.

Required Qualifications

• 5–8 years of experience as a Space Management Advisor.
• Strong experience with the IWMS database, ensuring accurate management and maintenance of space-related data.
• Proficiency in AutoCAD (or similar software) to create and manipulate floor plans and design drawings.
• Familiarity with SEC space policy and GSA guidelines for space management.
• Strong analytical skills, with the ability to assess space requirements, usage, and make recommendations for improvement.
• Excellent communication skills, both written and verbal, with the ability to work well within a team.
• Attention to detail and the ability to manage multiple tasks effectively.
• Ability to conduct space walkthrough audits and verify that space data is accurate and up to date.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Working knowledge of AutoLISP for automating AutoCAD routines (preferred but not mandatory).

Preferred Qualifications

• Experience working with large-scale facilities or office space planning in a government or corporate environment.
• Ability to develop reports and presentations using various tools, including AutoCAD, Excel, and Visio.
• Familiarity with construction documents, blueprints, and OSHA or ADA requirements.
• Strong organizational skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.