AGM-Planning

Assistant General Manager Planning
Hospitality Projects
Position: Assistant General Manager Planning
Department: Projects / Planning
Industry: Hospitality / Hotels / Real Estate Development
Experience: 12-18 years
Reporting To: General Manager / Project Director / VP Projects
Location: Project Site / Corporate Office

1. Job Purpose
   To lead and manage the overall planning, scheduling, monitoring, and coordination of hospitality projects from design development through construction, commissioning, and handover. The role requires strong experience in hotel projects, multi-disciplinary coordination, project controls, design management, procurement interfaces, and construction planning to ensure timely completion within approved cost and quality parameters.
2. Key Responsibilities
   A. Project Planning & Scheduling

• Develop and maintain the Master Project Schedule covering design, approvals, procurement, construction, testing, commissioning, and handover.
• Prepare detailed WBS, baseline schedules, look-ahead schedules, milestone plans, and recovery schedules.
• Monitor project progress against approved baseline and identify delays, critical activities, and schedule risks.
• Develop and maintain Level 1 to Level 5 project schedules as required.
• Prepare weekly, fortnightly, and monthly progress reports for management review.
• Establish project milestones and monitor achievement against approved targets.
• Develop critical path analysis and delay impact assessments.
• Prepare mitigation and recovery plans for delayed activities.

B. Hospitality Project Coordination

• Coordinate planning activities for hotel, resort, serviced apartment, and hospitality developments.

• Understand the specific sequencing and interfaces associated with:

• Guestrooms and guest corridors

• Lobby and reception areas

• Banquet and pre-function areas

• Restaurants, bars, and specialty F&B

• Kitchens and BOH areas

• Spa, gym, pool, and recreational facilities

• MEP services and plant rooms

• Fa•ade and external works

• Landscape and external development

• Vertical transportation

• ELV, IT, security, and BMS

• Ensure proper integration between Architecture, Structure, MEP, Interior Design, Landscape, Kitchen/BOH, Fa•ade, Fire & Life Safety, and specialist consultants.

C. Design Planning & Deliverables

• Establish and monitor the Design Deliverables Schedule.
• Coordinate with architects, consultants, PMC, contractors, and specialist agencies to ensure timely drawing submissions.
• Maintain Drawing / Document Submission Trackers.
• Monitor RFIs, design clarifications, technical submissions, shop drawings, material approvals, and construction releases.
• Identify design gaps and interface issues affecting construction progress.
• Ensure design deliverables are aligned with procurement and construction requirements.

D. Construction Planning

• Review contractor baseline programmes and ensure alignment with the overall project schedule.
• Monitor site progress against planned quantities and activities.
• Review weekly and monthly construction programmes.
• Coordinate with site teams to identify constraints affecting progress.
• Monitor productivity, manpower, equipment, material availability, and work fronts.
• Conduct regular progress review meetings with contractors and consultants.
• Develop 3-week / 4-week look-ahead programmes.
• Track planned vs. actual progress and recommend corrective measures.

E. Procurement & Project Controls Interface

• Coordinate with procurement teams to ensure long-lead items are aligned with project milestones.

• Prepare and monitor Procurement Schedules.

• Track critical hospitality procurement packages such as:

• Chillers and HVAC equipment

• DG sets and transformers

• Lifts

• Kitchen equipment

• Fa•ade materials

• Guestroom FF&E

• OS&E

• Sanitary fixtures

• Lighting fixtures

• ELV / IT systems

• Firefighting equipment

• Specialty finishes and materials

• Identify procurement-related risks and their impact on project completion.

F. Project Monitoring & Reporting

• Prepare comprehensive Project MIS for senior management.

• Monitor:

• Planned vs. actual progress

• Critical path

• Design progress

• Procurement progress

• Construction progress

• Approvals

• RFIs

• Material approvals

• Manpower deployment

• Key risks and constraints

• Prepare S-curves, progress dashboards, milestone trackers, and variance reports.

• Present project status and recovery strategies to management.

G. Risk & Delay Management

• Identify potential schedule risks and constraints at an early stage.
• Maintain a Project Risk & Opportunity Register.
• Analyse causes of delay and recommend corrective actions.
• Coordinate preparation of EOT / delay analysis documentation, where required.
• Monitor interface risks between consultants, contractors, procurement, and site execution teams.

H. Commissioning & Handover

• Develop and monitor the Testing, Commissioning & Handover Schedule.

• Coordinate sectional and final completion activities.

• Monitor snagging and de-snagging programmes.

• Coordinate documentation required for hotel opening and operational handover.

• Ensure timely completion of:

• Testing & commissioning

• Statutory approvals

• Fire & Life Safety requirements

• Authority inspections

• As-built drawings

• O&M manuals

• Training

• Final handover documentation

3. Required Skills & Competencies

• Strong knowledge of hospitality project planning and execution.
• Excellent understanding of construction sequencing and multidisciplinary interfaces.
• Strong Primavera P6 / MS Project skills.
• Advanced knowledge of Excel, PowerPoint, and project reporting tools.
• Ability to analyse critical path and schedule variances.
• Strong coordination and stakeholder-management skills.
• Excellent communication and presentation skills.
• Ability to manage multiple packages and priorities under fast-track project conditions.
• Strong analytical and problem-solving abilities.
• Ability to lead planning teams and drive consultants/contractors toward agreed deliverables.

4. Qualification & Experience
   Qualification:

• Bachelors degree in Civil Engineering / Construction Management / Architecture or related discipline.
• PMP / AACE / Planning & Project Controls certification will be an advantage.

Experience:

• 12-18 years of overall experience in planning/project controls.
• Minimum 5-8 years of experience in hospitality projects is preferred.
• Experience in large-scale luxury hotels, resorts, mixed-use developments, or high-rise hospitality projects will be an advantage.
• Experience managing fast-track projects with multiple consultants and contractors is preferred.

5. Key Performance Indicators (KPIs)

• Achievement of project milestones.
• Schedule adherence and reduction of delays.
• Accuracy and timely updating of project schedules.
• Timely completion of design deliverables.
• Procurement milestone achievement.
• Effectiveness of recovery programmes.
• Timely completion of commissioning and handover.
• Quality and accuracy of project MIS.
• Effective coordination between consultants and contractors.
• Reduction of critical-path slippages and project constraints.

6. Ideal Candidate Profile
   The ideal candidate should be a strong planning and project-controls professional with extensive hospitality project experience, capable of independently managing the overall project programme and coordinating Architecture, Structure, MEP, Interiors, Landscape, Procurement and Construction activities.
   The candidate should have strong leadership skills and the ability to drive consultants, contractors, and internal teams to meet committed project milestones, particularly in a fast-track hotel development environment.