Assistant Vice President – Planning & Coordination

Job Summary: The Assistant Vice President – Planning & Coordination drives the structured planning, scheduling, and interdepartmental synchronization necessary for the successful delivery of interior fitout projects in the coworking sector. Operating under the CPO–P&C, this role ensures each project milestone is mapped, resources are optimized, risks are mitigated, and that all stakeholders have clear, real-time visibility into project status.

Key Responsibilities:

1. Project Planning & Scheduling:

• Prepare and maintain detailed project schedules (master and micro) for all assigned fit-out projects.

• Track and forecast project milestones, deliverables, and critical path activities.

• Integrate inputs from design, procurement, execution, and operations teams to create holistic plans.

• Issue regular schedule reports, highlighting slippages and recommending corrective actions.

2. Coordination & Communication

• Serve as the central communication channel between design, procurement, execution, and external partners.

• Organize and lead cross-functional meetings to resolve bottlenecks, secure decisions, and expedite approvals.

• Ensure timely dissemination and version control of all project documents, drawings, and schedules.

3. Resource & Data Management

• Gather manpower, material, and equipment forecasts from relevant teams; compare against project needs.

• Reallocate resources proactively as project priorities and site progress change.

• Maintain integrated project dashboards, reporting progress, risk factors, and dependencies.

4. Process Control & Compliance

• Enforce SOPs and workflows for all project coordination and planning activities.

• Ensure proper documentation of change orders, approval notes, and project handovers.

• Monitor compliance with company standards, local regulations, and safety protocols.

5. Issue & Risk Management

• Identify potential risks (schedule, scope, resources) early and suggest effective mitigation strategies.

• Escalate critical issues to AVP–P&C with recommended solutions and tracking follow-through.

6. Continuous Improvement

• Support post-project reviews to capture lessons learned and to recommend process enhancements.

• Stay up to date with the latest in project management tools and fit-out best practices.

Qualifications and Skills:

• Bachelor’s or Master’s in Civil Engineering, Architecture, Construction Management, or a similar field.

• 13-15 years of experience in project planning, coordination, or scheduling, preferably in interior fit-out, coworking, commercial, or related construction sectors.

• Proficiency with project management software (MS Project, Primavera, or equivalent), MS Excel, and dashboard/reporting tools.

• Demonstrated ability to manage multiple projects and coordinate with cross-functional teams.

• Strong analytical, problem-solving, and communication skills

Key Skills:

• Project planning & resource scheduling

• Cross-functional coordination & stakeholder management

• Risk analysis and mitigation

• Documentation and process compliance

• Communication (verbal/written) and negotiation

• Familiarity with fit-out workflows and best practices