Managing Office and Corporate Relocations Since 1987
Now in its 31st year, Hoffman Associates today employs thirty full-time project managers, and has completed over 300 million square feet of office, laboratory, university, and hospital moves. The firm’s main focus is in New York City, New Jersey, Philadelphia, and Connecticut, though we also support our clients throughout the country and around the world, as requested.
Our support of a client’s project includes two distinct periods: planning and execution. Planning is supported by Hoffman’s principals. Execution is supported by Hoffman’s principals, on-site project managers, and cost managers. These tasks may vary from project to project, depending on a client’s needs.
Hoffman’s principals will assist with logistics, scheduling, planning, communications, and vendor selection. They’ll become an integral part of the client’s move team, guaranteeing the success of the project.
During the planning period, Hoffman’s principals will hold meetings with the client and perform surveys, collecting information about the quantity of goods, the time frame for moving, technology concerns, and building logistics. From this we will build a move plan, create a budget, and write a realistic request for proposal.
We’ll issue the RFP to qualified movers who have experience with projects similar to the client’s. When the bids are received, we’ll provide a comprehensive analysis of the rates, hours, and discounts provided. Our principals will assist with interviewing bidders, negotiating with finalists, and writing a contract with the winning bidder.
We’ll create a move schedule, detailing daily and weekly activities throughout the duration of the project.
Our principals meet with Information Technology to discuss technology requirements and timing, including the server move and the disconnect and reconnect of the desktop PCs and network printers, and whether the client has sufficient internal resources to perform these services or if they need to seek assistance from a third-party vendor.
Move coordinator meetings and town hall meetings manage employees’ expectations, introduces them to our processes, and lets them know what is going to be needed from them during the move.
During the execution period, Hoffman’s on-site project managers, supported by our principals and cost managers, will interact directly with a client’s project team and employees. Our project managers are only assigned to a single project as a time. They are all trained to follow the same, strict processes and to use the same documents and forms to manage a client’s move. This ensures continuity of service in projects when we need to bring in additional project managers.
Our project managers work hand-in-hand with the client’s mover, ordering the mover’s labor and equipment each day, tracking the mover’s costs with our financial team, distributing moving tags to employees, overseeing the packing and unpacking of files and common area goods, and assisting the employees. They are on site during the move preparation, all pre-move services, through the course of the weekend move, and for all post move services when employees return to work.
15 West 36th Street
New York, NY 10018
Frequently, a company involved with a move will implement changes to the workspace or storage available to its employees. Hoffman can assist with implementing these changes by evaluating each employee’s current needs, communicating what the changes will mean for them, and helping them transition to what they’ll have in the new space.
Hoffman can manage the decommissioning of a client’s existing office space, helping to sell, dispose of, or donate their excess furniture, and make sure the vacated space is left in a condition which meets the terms of their lease.
Moves, Adds & Changes (MAC)
Since the company’s founding, Hoffman has assisted ten major corporations with long-term MAC (moves, adds, and changes) coordination. This includes managing day-to-day moves, bringing furniture in from storage, coordinating the disconnect and reconnect of desktop PC equipment, ordering in painters, flooring installers, and electricians, and making sure signage is done correctly.
Integrating our understanding of how moves work with the expertise of our records management specialists, Hoffman assists its clients with creating a viable records retention program, moving into smaller spaces while retaining access to the file contents they need, either kept on site or stored at an off site location.
A Hoffman project manager is only assigned to a single project at a time. They work with the client’s mover, ordering labor and equipment, tracking costs, distributing moving tags, overseeing packing and unpacking of files and common area goods, and assisting employees. Our project managers are on site during all move activity.
Hoffman’s controller has been with the company since its founding in 1987. A Certified Public Accountant, he’s created procedures for how the movers complete their paperwork so we can make up worksite documents with the mover’s bills. Using these tools, we audit all bills for all the services we manage, ensuring our clients only pay for the services they require.