Business Support, Moves

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Title: Moves and Changes (MAC) Coordinator

Business unit: Work Dynamics

Reporting to: MAC Manager

Key stakeholders: Client (Morgan Stanley)

Direct reports: Reporting Manager

Role summary & Key responsibilities

The MAC Coordinator is responsible for planning, coordinating and delivering workplace moves, adds and changes, including restacks and minor refurbishment activities. The role manages each request from initial requirement gathering and cost estimation through execution, system closure and post-move support. Working closely with business-unit administrators, Corporate Services, Property, IT, vendors and regional teams, the coordinator ensures safe, timely, cost-effective delivery and accurate reporting.

MAC and Move Coordinator

• Coordinate end-to-end delivery of small moves and MAC requests, including planning, approvals, mobilisation, execution, handover and closure.
• Publish confirmed move dates in the Move Planner at least three days before small moves and four weeks before large moves, subject to approved project timelines.
• Communicate move arrangements to users and business-unit administrators, including carton distribution, labelling, desk clearance and post-move support.

Restacks and Minor Refurbishment

• Plan and supervise restacks and minor refurbishment works, including weekend execution where required.
• Arrange logistics and supporting services, including movers, security or police permissions where required, cleaning, painting and vendor access.
• Supervise vendors during execution, follow up on outstanding items and ensure timely technical and commercial closure.

Asset, System and Records Management

• Coordinate asset movements under the approved Asset Control note process, working with business units and vendors.
• Create, maintain and close each business-as-usual request in the CIIPS system, ensuring records are complete and accurate.
• Maintain Move Master Data, business-unit cost allocations, the MAC project pipeline, resource tracking and master pre-move schedules in the shared drive.
• Process vendor invoices and verify that supporting documentation, approvals and cost allocations are complete.

Stakeholder and Vendor Management

• Maintain effective working relationships with Corporate Services, Facility, IT, BU coordinators, vendors and regional MAC teams.
• Obtain quotations, coordinate vendor access and escort vendors or movers in occupied areas when required.
• Respond promptly to user enquiries and miscellaneous workplace requests, escalating risks or delays when necessary.
• Provide accurate weekly and monthly reporting to the regional MAC team and align local delivery with regional and global processes.

Performance objectives

• Deliver approved MAC activities safely, within agreed scope, schedule and budget.
• Maintain complete and accurate project, cost, asset and system records, with timely weekly and monthly reporting.
• Secure required work permits, e-permits, gate passes and applicable compliance approvals before execution.
• Close technical, commercial and vendor actions within agreed timelines and escalate risks promptly.
• Provide clear stakeholder communication, effective post-move support and a consistently high level of client satisfaction.
• Demonstrate teamwork, flexibility and sound judgement, including during weekend execution when required.

Key skills

• End-to-end move, restack and minor works coordination
• Working knowledge of electrical, HVAC and mechanical services
• Vendor coordination, quotation evaluation and invoice processing
• Budget preparation, cost tracking and schedule management
• Asset control, data management and management reporting
• Strong stakeholder management, communication and problem-solving skills
• Proficiency in MS Office and relevant workplace or project-management systems

Employee specification

• Bachelor’s degree or diploma in Electrical Engineering, Mechanical Engineering, Facilities Management or a related discipline.
• Minimum three years of relevant experience in workplace moves, restacks, minor projects or facilities coordination.
• Experience coordinating vendors, budgets, permits, asset movements and project documentation.
• Fluent written and spoken English, with strong computer literacy.
• Proactive, adaptable and able to learn new systems and processes quickly.
• undefined

Location:

Scheduled Weekly Hours:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

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