JOB DESCRIPTION – PLANNING ENGINEER / PLANNING MANAGER

Position Title: Planning Engineer / Planning Manager
Department / Function: Project Planning & Controls
Cadre: Applicable across all cadres
Position Reports To: Planning Head / Project Manager / Cluster Project Manager, as applicable

1. Job Purpose

To plan, monitor, control and coordinate project activities to ensure timely completion within the approved project schedule, budget and contractual requirements. The role is responsible for developing project schedules, resource and milestone plans, monitoring physical and financial progress, identifying delays and deviations, analysing variations, coordinating with internal and external stakeholders, and facilitating corrective actions for effective project delivery.

The position also supports contract administration, client billing, subcontractor management, claims and variation management, MIS reporting and project close-out to ensure achievement of project objectives.

2. Key Accountabilities and Responsibilities

A. Project Planning and Scheduling

- Prepare, develop and maintain detailed project schedules using Primavera P6, MS Project or other applicable planning tools.
- Develop baseline schedules, detailed execution programmes, milestone plans and periodic look-ahead schedules in line with contractual requirements.
- Study contract conditions, scope of work, drawings, BOQ, specifications and project execution strategy while preparing project schedules.
- Prepare and update activity-wise, area-wise and discipline-wise schedules covering engineering, procurement, construction, testing and commissioning.
- Develop activity sequencing, construction methodology linkages, critical path analysis and resource requirements.
- Prepare and monitor schedule updates, revised programmes, recovery plans and catch-up schedules.
- Identify critical activities, interfaces, constraints and potential bottlenecks affecting project milestones.
- Ensure alignment of project schedules with contractual completion dates and approved project objectives.

B. Resource Planning and Deployment

- Prepare manpower, machinery, equipment, material and subcontractor resource plans in coordination with site execution teams.
- Assess resource requirements based on project schedules, work fronts, productivity norms and execution methodology.
- Coordinate with Site In-charges, Project Managers, Cluster and HQ teams for timely mobilisation and deployment of resources.
- Monitor planned versus actual resource utilisation and identify gaps or underutilisation.
- Coordinate with procurement and stores teams to align material availability with project requirements.
- Review resource productivity and recommend corrective measures to achieve planned progress.

C. Project Progress Monitoring and Control

- Monitor daily, weekly and monthly physical progress against approved project schedules and milestones.
- Track planned versus actual progress, productivity, activity-wise performance and critical path movement.
- Identify delays, slippages, constraints and deviations and assess their impact on project completion.
- Prepare delay analysis, variance reports and schedule impact assessments.
- Coordinate with execution teams to identify reasons for delays and develop mitigation and recovery measures.
- Monitor project performance through suitable progress measurement and earned value techniques, wherever applicable.
- Ensure timely updating of project progress and relevant data in EIP and other designated project systems.
- Follow up with responsible stakeholders for closure of pending activities and critical constraints.

D. Project Coordination and Interface Management

- Coordinate with Project Managers, Site In-charges, Construction, Engineering, Design, Procurement, Contracts, Commercial, Finance and other functional teams.
- Coordinate with clients, consultants, architects, PMC and other external stakeholders for timely resolution of project-related matters.
- Synchronise engineering, drawing approvals, material procurement, subcontracting and site execution activities.
- Coordinate with HQ and Cluster teams for drawings, technical approvals, resources, materials and other project requirements.
- Identify interface issues between various disciplines, agencies and project packages and facilitate timely resolution.
- Participate in project review meetings and follow up on agreed action points.

E. MIS, Reporting and Management Review

- Prepare daily, weekly and monthly progress reports, project dashboards and management information system (MIS) reports.
- Consolidate physical progress, financial performance, resource utilisation, productivity and milestone status.
- Prepare planned versus actual progress statements and highlight critical deviations.
- Present project performance, key risks, constraints and recovery plans during project review meetings.
- Provide timely and accurate project information to Project Managers, Cluster and HQ for management decisions.
- Maintain appropriate records of project schedules, progress updates, review minutes and action trackers.

F. Financial Planning and Cost Monitoring

- Monitor project financial performance in coordination with Commercial, Finance and Project teams.
- Track budgeted versus actual expenditure, activity-wise costs and resource consumption.
- Monitor the relationship between physical progress, financial progress and project billing.
- Identify potential cost overruns, productivity losses and commercial risks and recommend corrective actions.




- Support forecasting of project cost, cash flow and financial commitments based on the latest execution plans.
- Review cost implications of schedule changes, variations, additional works and resource deployment.
- Monitor budget utilisation and support project management in achieving planned financial objectives.

G. Contract Review and Administration

- Study and review contract documents, including scope of work, BOQ, specifications, drawings, milestones, payment terms and contractual conditions.
- Identify key contractual obligations, deliverables, milestones, notice requirements and compliance timelines.
- Monitor fulfilment of contractual obligations by the client, consultants, contractors and subcontractors, as applicable.
- Track contractual milestones, extensions of time, approval requirements and other time-bound obligations.
- Identify deviations between contractual provisions and actual project execution and highlight potential contractual risks.
- Coordinate preparation of contractual correspondence, notices, submissions and supporting records.
- Support contract amendments, supplementary agreements and other contractual documentation.
- Maintain proper records of contractual communications, instructions, approvals and project events.

H. Variation Management and Claims

- Identify, assess and document variations, extra items, additional scope and changes in project requirements.
- Analyse the impact of variations on project cost, schedule, resources and contractual commitments.
- Prepare variation statements, supporting documents, rate analysis and cost impact assessments.
- Coordinate with Project, Commercial and Contracts teams for submission and approval of variations.
- Identify potential claims arising from delays, change in scope, additional works, client instructions and other contractual events.
- Support preparation and submission of claims, including extension of time (EOT) claims and claims for extra works, wherever applicable.
- Maintain records and supporting documentation for claims, notices, delay events and contractual entitlements.
- Follow up for approval and certification of variations and claims.

I. Client Billing and Payment Follow-up

- Coordinate preparation and submission of customer invoices / Running Account (RA) bills in accordance with contractual provisions.
- Ensure timely submission of measurement sheets, supporting documents and billing statements.
- Coordinate with site teams, clients and consultants for measurement verification, certification and approval of bills.
- Monitor billing progress, certification status, payment realisation and outstanding receivables.
- Identify billing gaps, unbilled work and delays in certification and initiate follow-up actions.
- Coordinate with Commercial and Finance teams for resolution of billing and payment-related issues.
- Maintain customer billing records and support cash flow planning.

J. Subcontractor and Agency Management

- Coordinate identification, evaluation, finalisation and engagement of suitable subcontractors and agencies in consultation with Project, Cluster and HQ teams.
- Support subcontractor planning and package allocation in line with project requirements and execution schedules.
- Coordinate preparation, review and processing of subcontract work orders, amendments and related documentation.
- Monitor subcontractor performance, progress, resource deployment and contractual compliance.
- Coordinate subcontractor billing, measurement verification, certification and payment processing.
- Review and reconcile customer billing against subcontractor billing to monitor commercial exposure and project margins.
- Ensure periodic reconciliation of materials, services, manpower and other resources issued or provided to subcontractors.
- Identify subcontractor-related delays, performance issues and commercial risks and coordinate corrective action.

K. Material and Service Reconciliation

- Monitor planned versus actual material and service consumption in coordination with site, stores and commercial teams.
- Ensure periodic reconciliation of materials issued, consumed, returned and held by subcontractors.
- Monitor material wastage, consumption norms and deviations against approved budgets.
- Reconcile resources and services provided to subcontractors with contractual and commercial records.
- Highlight excess consumption, unaccounted materials and potential cost exposure.
- Coordinate corrective measures for effective resource utilisation and cost control.

L. Risk Management and Corrective Action

- Identify project risks, schedule constraints, resource bottlenecks and potential contractual issues.
- Assess the impact of risks on project milestones, cost, quality and overall delivery.
- Maintain project risk registers and follow up on mitigation actions.
- Develop alternative execution strategies and recovery plans in consultation with project teams.
- Escalate critical issues and delays to the Project Manager, Planning Head and Cluster management.
- Monitor implementation and effectiveness of corrective and preventive measures.

M. Project Close-out and Handover





- Coordinate preparation and monitoring of project completion and close-out schedules.
- Ensure closure of pending works, contractual deliverables, billing, variations, claims and subcontractor accounts.
- Coordinate reconciliation and settlement of customer and subcontractor accounts.
- Ensure completion and compilation of project records, correspondence, progress reports and contractual documentation.
- Support preparation of final bills, final account statements and outstanding claim submissions.
- Coordinate collection and submission of completion certificates, handover documents and other contractual records.
- Ensure proper closure and archiving of project records in accordance with organisational requirements.

N. Team Coordination and Continuous Improvement

- Guide and coordinate planning engineers, planning executives and other team members, as applicable.
- Establish effective planning, monitoring and reporting processes across project teams.
- Promote standardisation of project schedules, progress measurement and MIS reporting.
- Identify opportunities to improve planning accuracy, productivity, cost control and project execution.
- Share project performance insights, lessons learned and best practices across project teams.
- Support development of planning capabilities and effective use of project management tools.

3. Key Performance Indicators (KPIs)

- Timely preparation, approval and updating of baseline and detailed project schedules.
- Achievement of contractual milestones and planned project completion targets.
- Accuracy and timeliness of physical and financial progress monitoring.
- Identification and timely reporting of schedule deviations and critical delays.
- Effectiveness of recovery plans and corrective actions.
- Accuracy of resource planning and utilisation monitoring.
- Timely preparation and submission of MIS and project performance reports.
- Timely identification, submission and approval of variations and claims.
- Timely submission, certification and follow-up of customer bills.
- Effective monitoring and reconciliation of subcontractor billing and material consumption.
- Compliance with contractual obligations, notice requirements and documentation.
- Timely closure of project records, final accounts and contractual deliverables.

4. Educational Qualification

- Full time Engineering Graduate or Diploma in Civil / Mechanical / Electrical Engineering or other relevant engineering discipline.
- Qualification in Construction Management, Project Management or Planning will be an added advantage.
- Certification or training in Primavera P6, MS Project, project controls, contract management or project management tools will be an advantage.

5. Experience

- Relevant experience in project planning, project controls, construction management, project monitoring or contract administration in construction, infrastructure, industrial, building or EPC projects.
- Exposure to project scheduling, progress monitoring, resource planning, MIS, cost monitoring and stakeholder coordination.
- Experience in contract review, variation management, claims, client billing and subcontractor management will be an added advantage, depending on the role.
- Familiarity with large-scale project execution, milestone management and multidisciplinary coordination.
- Scope of responsibility, functional ownership and decision-making authority will be commensurate with the cadre and assigned position.

6. Functional / Technical Competencies

- Project planning, scheduling and monitoring.
- Primavera P6, MS Project and other project planning tools.
- Baseline preparation, critical path analysis, milestone planning and schedule updating.
- Resource planning, productivity analysis and progress measurement.
- Physical and financial progress monitoring.
- Project MIS, dashboards and management reporting.
- Contract review, contractual obligations and contract administration.
- Delay analysis, variation management, claims and EOT submissions.
- Customer billing, subcontractor billing and commercial reconciliation.
- Cost monitoring, cash flow tracking and financial forecasting.
- Knowledge of construction methodologies, project execution and engineering interfaces.
- EIP and other project management / ERP systems.
- Advanced MS Excel, Power Point and other reporting tools.

7. Behavioural Competencies

- Teamwork and collaboration.
- Effective communication and interpersonal skills.
- Planning, organising and time management.
- Analytical thinking and problem-solving.
- Decision-making and accountability.
- Positive attitude and adaptability.
- Creativity and continuous improvement.
- Stakeholder management and coordination.
- Attention to detail and accuracy.
- Ownership, commitment and result orientation.
- Ability to work under project deadlines and manage multiple priorities.

8. Role Applicability

This JD is applicable across all cadres and experience levels within the Planning and Project Controls function. The scope of responsibility, level of authority, team management and functional ownership shall be aligned with the position, cadre and project requirements.

The role may cover one or more of the following areas based on project requirements:

- Project Planning and Scheduling.
- Project Controls and Progress Monitoring.
- Resource Planning and Productivity Monitoring.
- Financial Planning and Cost Monitoring.
- Contract Planning and Administration.
- Variation Management and Claims.
- Client Billing and Subcontractor Billing.
- MIS, Reporting and Management Review.
- Project Close-out and Handover.

📌 RCF Planning (India)
🏢 Larsen and Toubro
📍 India