Project Planner Operations Cape Town

Below is the updated Project Planner Job Profile with Contracts Manager added to the contractual notification responsibility.

Job Profile: Project Planner Position: Project Planner
Location: Midrand / Project Sites as required
Department: Commercial / Project Controls / Operations
Reports to: Head of Commercial / Contracts Manager / Project Manager

Purpose of the Position The Project Planner is responsible for preparing, updating, monitoring, and reporting on project programmes for tender submissions and active construction projects.

The role ensures that all project programmes are aligned with the project methodology, scope of work, pricing, resources, site progress, contractual requirements, and operational planning. The Project Planner tracks progress against the approved programme, identifies delays, slippages, risks, constraints, and over-runs, and assists the project team with recovery planning and programme related reporting.

The role also supports Project Managers, Contracts Managers, Estimating, Commercial, Operations, and Site Teams by maintaining accurate programme records, progress reports, project documentation, and planning information. This update is based on the original SPEC Construction Project Time keeper/Scheduler profile.

Key Responsibilities 1. Project Planning and Programme Development Prepare project programmes for tender submissions and active construction projects.

Develop realistic project timelines, milestones, deliverables, and activity sequences.

Ensure project programmes align with the tender methodology, pricing, scope of work, resources, and construction approach.

Liaise with the Estimating Department to ensure that programmes support the tender methodology and pricing assumptions.

Assist with preparing project proposals, time frames, schedules, and programme related information for submission.

Create and update project organograms where required for tender or project submissions.

Assist in collecting management and operational requirements and converting them into project plans or project pipelines.

2. Programme Updating and Progress Tracking Update project programmes in Microsoft Projects, CCS Candy, BuildSmart, or other approved project management systems.

Monitor planned versus actual progress on all relevant projects.

Track project progress against approved baselines, milestones, deliverables, and deadlines.

Monitor site progress, workload, productivity, sequencing, and programme constraints.

Identify delays, slippages, critical activities, and risks that may affect the project programme.

Advise Project Managers, Contracts Managers, Commercial, and Operations of programme risks and delays.

Assist in developing recovery plans where delays or programme slippages are identified.

Ensure that project teams understand time constraints, deadlines, milestones, and programme requirements.

3. Project Reporting Prepare and submit daily, weekly, and monthly programme and project progress reports.

Track, review, and report on daily site reports, weekly site reports, and progress submissions.

Provide timely project status updates to Project Managers, Contracts Managers, Commercial, Operations, and relevant stakeholders.

Report on project over runs relating to schedule, booked hours, materials, budget, and project progress.

Prepare progress updates using Excel, BuildSmart, Microsoft Projects, CCS Candy, or other approved systems.

Report and elevate project delays, programme risks, documentation gaps, and site performance concerns to management.

Assist with weekly and monthly monitoring of budgets where programme information affects cost, resources, or progress.

4. Programme Control and Recovery Planning Monitor the impact of delays, late instructions, resource constraints, procurement delays, design changes, weather, access restrictions, and other project events on the programme.

Assist with identifying critical path activities and areas of programme pressure.

Assist the project team with recovery planning and revised sequencing where required.

Maintain records of programme changes, revisions, updates, delays, and recovery measures.

Ensure that programme revisions are communicated to the relevant project stakeholders.

Support the project team in maintaining realistic and achievable project timelines.

5. Contractual and Commercial Support Keep accurate records of site instructions, variation orders, compensation events, delays, disruptions, and programme impacting events.

Notify the Contracts Manager, Legal, Commercial, and Operations when there may be a requirement for contractual notifications.

Assist with maintaining records that support contractual notices, extension of time claims, delay claims, variation claims, compensation events, or programme related submissions.

Assist in reviewing project requirements, special conditions, preliminary agreements, and contractual obligations where they affect the programme or project timelines.

Ensure programme related information is available to support commercial and contractual decision making.

Maintain a delay and instruction register where required.

6. Site Coordination and Communication Communicate with relevant stakeholders regarding project progress, programme updates, risks, delays, and required actions.

Ensure daily project communication groups and approved communication platforms are updated timeously, where required.

Work with Project Managers, Contracts Managers, Site Managers, Supervisors, Commercial, and Operations to ensure that programme information is accurate and current.

Assist in coordinating the work of project teams involved in the planning, execution, monitoring, and close out of projects.

Follow up with site teams on outstanding progress information, missing approvals, incomplete reports, and programme related updates.

Encourage adherence to schedules, milestones, deadlines, and reporting requirements.

7. Project Documentation and Record Keeping Ensure project planning records, programme updates, reports, and supporting documentation are properly filed and retained.

Ensure all project documents are correctly and timeously filed on DocWize or any other approved document control system.

Maintain updated records of approved programmes, revised programmes, drawings, progress reports, site instructions, variation orders, compensation events, and contractual notices.

Ensure controlled copies of the latest approved documents, drawings, and programme information are distributed to the relevant staff, subcontractors, and suppliers where applicable.

Maintain clear records of document distribution.

Assist with compiling construction close out documentation for handover to the Principal Agent, client, or internal stakeholders.

8. Site Performance Monitoring Monitor site performance in relation to progress, programme, budget, quality, health and safety, and documentation.

Track project performance against agreed programme milestones and deliverables.

Report on delays, non performance, incomplete submissions, quality concerns, health and safety incidents, and other project risks where they affect the project programme.

Assist with drafting site specific documentation, progress reports, planning reports, and site guidelines.

Escalate project concerns to management as required.

9. General Duties Provide planning and administrative support to Project Managers, Contracts Managers, Commercial, Estimating, Operations, and Site Teams.

Assist with project coordination, programme reviews, project meetings, and reporting requirements.

Perform any other reasonable duties related to project planning, project controls, reporting, or documentation as assigned.

Promote compliance with company procedures, project requirements, and the Quality Management System.

Grade 12.

National Diploma, B-Tech, BSc, or relevant qualification in Construction Management, Project Management, Quantity Surveying, Engineering, Planning, or a related field.

Minimum of 5 years' experience in a construction, project planning, project controls, site administration, or project coordination environment.

Previous experience working with Project Managers, Contracts Managers, Estimating, Commercial, and Site Teams.

Strong working knowledge of Microsoft Office.

Strong working knowledge of Microsoft Projects.

Experience with CCS Candy, BuildSmart, or similar construction/project management systems will be advantageous.

Knowledge of construction sequencing, project programmes, site reporting, progress tracking, and project documentation.

Knowledge of JBCC, NEC, FIDIC, or similar construction contract environments will be advantageous.

Knowledge of applicable statutory and regulatory requirements.

Quality Management System awareness.

Skills and Competencies Strong planning and organisational skills.

Strong attention to detail.

Good time management.

Excellent written and verbal communication skills.

Ability to work under pressure.

Ability to work with large and diverse project teams.

Strong problem solving skills.

Good reporting and follow up skills.

Ability to identify delays, risks, and programme constraints.

Ability to multitask and manage multiple project deadlines.

Strong administrative and document control ability.
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