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Resource & Capacity Planning Coordinator - SAAS at Salesworx Recruitment (Pty) Ltd
Salesworx Recruitment (Pty) Ltd
September 30, 2026
Full-time
On-site
Job Description
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.
KEY RESPONSIBILITIES
Resource Planning & Allocation
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
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
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.
KEY RESPONSIBILITIES
Resource Planning & Allocation
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
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