Project Planning and Coordinator

Job Summary: We are looking for an experienced and detail-oriented Project Planning & Coordinator to drive end-to-end planning, coordination, and execution of workplace fit-out and construction projects. The role will act as the central coordination point between Design, Projects, Procurement, Finance, Facilities, and external consultants to ensure projects are delivered on time, within budget, and to the highest quality standards.

The ideal candidate should possess strong architectural knowledge, project planning expertise, stakeholder management skills, and the ability to monitor multiple projects simultaneously while proactively identifying and mitigating execution risks.

Key Responsibilities:

1. Project Planning & Scheduling:

• Develop comprehensive project plans, timelines, and execution schedules for multiple ongoing projects.

• Prepare detailed project roadmaps with defined milestones, dependencies, and critical paths.

• Track project progress against planned timelines and identify potential delays.

• Recommend corrective actions to ensure timely project completion.

• Coordinate project kick-off meetings and establish execution plans with all stakeholders.

2. Cross-Functional Coordination:

• Coordinate with Architecture, Design, Procurement, Projects, Finance, Legal, Facilities, and Operations teams throughout the project lifecycle.

• Ensure seamless communication between internal teams, consultants, contractors, and vendors.

• Facilitate regular project review meetings and document action items and progress updates.

• Track action closures and ensure stakeholder accountability.
  

3. Project Monitoring & Reporting:

• Maintain project dashboards highlighting schedule, budget, risks, dependencies, and completion status.

• Generate weekly and monthly MIS reports for leadership.

• Monitor project KPIs including timeline adherence, cost variance, quality metrics, and resource utilization.

• Present project updates and risk assessments to senior management.

4. Budget & Cost Coordination:

• Coordinate with Procurement and Finance teams to ensure alignment between project execution and approved budgets.

• Monitor project expenditure against approved estimates.

• Track purchase requests, work orders, invoices, and payment milestones.

• Highlight potential cost overruns and recommend mitigation strategies.

5. Risk Management:

• Identify execution risks, bottlenecks, and inter-departmental dependencies.

• Develop mitigation plans to minimize project delays and operational disruptions.

• Escalate critical issues proactively with recommended solutions.

• Maintain project risk registers and closure trackers.

6. Documentation & Governance:

• Maintain complete project documentation including drawings, BOQs, contracts, approvals, schedules, and project reports.

• Ensure version control and documentation accuracy across projects.

• Track statutory approvals and compliance requirements wherever applicable.

• Support project governance by ensuring adherence to organizational processes and reporting standards.

7. Vendor & Consultant Coordination:

• Coordinate with architects, consultants, contractors, and vendors throughout execution.

• Monitor deliverables and ensure timely completion as per agreed schedules.

• Track consultant and vendor performance against project commitments.

• Support contract administration and project documentation.

8. Quality & Compliance:

• Coordinate with project execution teams to ensure quality standards are maintained.

• Monitor project deliverables against approved specifications and design intent.

• Ensure compliance with safety guidelines, project processes, and regulatory requirements.

Desired Candidate Profile

• Strong experience in Construction Management is mandatory.

• Proven expertise in architectural design coordination and multidisciplinary project management.

• Hands-on experience in commercial interior fit-outs, workplace design execution, or large-scale construction projects.

• Strong understanding of construction drawings, GFC drawings, BOQs, material specifications, and execution methodologies.

• Experience conducting site quality inspections and driving quality improvement initiatives.

• Familiarity with construction project lifecycle from concept design through project handover.

• Proficiency in project management tools such as MS Project, Primavera, AutoCAD, and advanced Microsoft Excel is preferred.

• Ability to coordinate with multiple consultants, contractors, and cross-functional stakeholders simultaneously.

• Strong understanding of construction quality standards, safety practices, and statutory compliance.

Experience and Qualification

• Bachelor s degree in architecture (B.Arch) is mandatory.

• Master s degree in architecture (M.Arch) is preferred.

• 8 12 years of experience in project planning, architectural coordination, construction management, or workplace fit-out projects.

• Experience in commercial real estate, coworking, corporate interiors, hospitality, or large-scale infrastructure projects is highly preferred.

• Strong understanding of project planning methodologies and construction execution.

• Excellent stakeholder management and cross-functional coordination skills.

• Strong analytical, organizational, and problem-solving abilities.

• Ability to manage multiple projects simultaneously in a fast-paced environment.

• Excellent communication and presentation skills.

Technical Skills

• MS Project / Primavera (preferred)

• Microsoft Excel (Advanced)

• AutoCAD

• Revit (preferred)

• Microsoft PowerPoint

• ERP/Project Management Tools

• Project Tracking & MIS Reporting

Key Competencies

• Project Planning & Scheduling

• Cross-functional Coordination

• Project Governance

• Risk Identification & Mitigation

• Budget Tracking

• Stakeholder Management

• Execution Monitoring

• Documentation & Compliance

• Vendor Management

• Analytical Thinking

• Attention to Detail

• Time Management

• Decision Making

• Communication & Collaboration

Success Measures

• 95%+ adherence to planned project timelines.

• Timely closure of project milestones and action items.

• Reduction in project delays through proactive planning and coordination.

• Accurate and timely leadership dashboards and MIS reporting.

• Effective coordination across all project stakeholders.

• High-quality documentation and governance compliance.

• Successful delivery of projects within approved budget and quality standards.