Resource & Capacity Planning Coordinator - SAAS

The
Resource & Capacity Planning Coordinator is responsible for the effective
allocation, utilisation, and optimisation of all project and support resources
across the organisation.

This
role ensures that the right skills are assigned to the right work at the right
time, maximising billable utilisation, improving delivery efficiency, and
directly contributing to services revenue, profitability, and customer
satisfaction.

 The
role operates at the centre of project delivery, support services, and
commercial performance, balancing resource demand, capacity, and financial
objectives.

• Own
  and manage the allocation of consultants across projects and support
  engagements
  
• Match
  resource skills, seniority, experience, suitability and availability to project
  and support requirements
  
• Coordinate
  closely with Project Managers, Support Leads, and Practice Leads on resource
  needs
  
• Continuously
  reprioritise allocations based on project changes, risks, and escalations
  
  

Capacity
Management

• Maintain
  a forward -looking capacity plan (short, medium, and long -term)
  
• Identify
  resource constraints, under -utilisation, and over -allocation risks
  
• Provide
  proactive recommendations on hiring, contracting, or reallocation
  
• Ensure
  optimal utilisation across all billable resources
  

 Billable
Utilisation & Revenue Optimisation

•  Drive
  maximum billable utilisation across consulting and support teams
  
• Ensure
  resources are deployed on billable work wherever possible
  
• Minimise
  bench time and ensure rapid redeployment of available resources
  
• Support
  revenue forecasting through accurate resource capacity inputs
  

 Time
Capture & Compliance

• Monitor
  and enforce accurate and timely timesheet submission across all resources
  
• Track
  missing time, late submissions, and non -billable time leakage
  
• Work
  with Management and Project Managers to resolve compliance issues
  
• Ensure
  time capture supports accurate billing, costing, and reporting
  

 Performance
Monitoring & Reporting

• Develop
  and maintain dashboards and reporting on resource KPIs
  
• Analyse
  trends in utilisation, capacity, and delivery performance
  
• Provide
  weekly/monthly reporting to leadership on operational efficiency
  
• Support
  data -driven decision making across delivery and finance
  

 Stakeholder
Coordination

• Act
  as the central coordination point between Sales, Delivery, and Support teams
  
• Align
  resource planning with pipeline, project schedules, and support demand
  
• Support
  pre -sales activities with input on capacity and resource availability
  
• Facilitate
  clear communication regarding resource constraints and priorities
  
  

 Process Improvement

• Assist
  management to continuously refine/improve resource management, planning,
  forecasting and scheduling processes.
  

KEY
KPIS 

Utilisation
& Productivity

• Billable
  utilisation % (by resource and team)
  
• Billable
  vs non -billable ratio
  
• Bench
  time / idle capacity
  

 Capacity
& Planning

• Resource
  fill rate (planned vs available capacity)
  
• Over/under -allocation
  metrics
  
• Forecast
  accuracy (capacity vs actuals)
  

 Time
Capture & Compliance

• Timesheet
  submission compliance (%)
  
• Missing
  time (hours / %)
  
• Late
  time submissions
  

 Commercial
Impact

•  Revenue
  per billable resource
  
• Contribution
  to services margin improvement
  
• Reduction
  in revenue leakage from untracked or unbilled time
  

 #LI -KT1

Requirements

Skills
& Experience Essential

• 2+
  years’ experience in an operational planning role, resource management, project
  operations, or professional services.
  
•  Experience
  within a professional services & consulting business would be advantageous
  but not critical.
  
• Understanding
  resource utilisation, project delivery, and support models would be
  advantageous but not critical.
  
• Proven
  ability to manage competing priorities in a fast -paced delivery environment
  
• Strong
  analytical and reporting skills (Excel / Power BI preferred)
  
• Passionate
  about technology & software Apps, is curious and an early adopter.
  
• Desirable
  [not critical]
  
• Experience
  using Microsoft cloud technology such as M365, Dynamics 365 Business Central,
  
• Worked
  with planning tools in previous roles such as PSA tools, or resource scheduling
  platforms,
  
• Understanding
  of project accounting and revenue recognition models,
  
• Experience
  working with both project -based and managed services delivery.
  

Key
Behaviours

• Organised
  and detail -oriented
  
• Commercially
  aware and results -driven
  
• Strong
  communicator and stakeholder manager
  
• Proactive
  and solution -focused
  
• Able
  to influence without direct authority
  
• Passionate
  and motivated about your work
  
  

Reporting
Line:  Operations Director