Senior Manager Capital Planning

GENERAL SUMMARY

Under the direction of the Chief Development Officer, the Senior Manager of Capital Planning is responsible for leading the financial forecasting, budgeting, invoicing, and cost management for all Construction projects. The role includes direct line management of two staff associates and responsibility for developing and maintaining frameworks to track and prioritize projects, as well as evaluating historical costs.

By driving operational excellence and data-driven financial planning, the Senior Manager of Capital Planning plays a critical role in optimizing investments and enabling The Bay Club Company to deliver exceptional facilities, amenities, and member experiences.

Our Culture

Our unique culture is at the heart of all we do and is guided by our values and behaviors. It’s what we expect of ourselves and each other every day. We call it our “Code of Culture”.

Our Code of Culture includes Our Mantra, Our Actions We Live By, and Pete’s Promise:

Our Mantra:

Respect The Past

Accept Responsibility

Pay it Forward

Our Actions We Live By:

Actions We Live By. It’s who we are when we step into our full power.

Keep It Real. Always. We need open and honest discussions. We need courage to speak up and to call things out that aren’t good enough. And we navigate tough conversations with empathy and grace.

Think Ahead. Be An Owner. Always be proactive, not reactive; be on the front foot. If we want to be an owner of this business, we must act like it!

Stay Humble. Hustle Harder. Show up and do the hard work. Be a gritty, roll-up-your-sleeves kind of crew. Know it’s never about one person–we are a part of a powerful team.

One Team. One Voice. Be ONE united team. When we move in the same direction, there are no limits to what we can accomplish.

Be Curious. Ask Why. Stay member curious. We seek to understand, and we never settle. We ask questions to truly understand the core of a matter.

Pete’s Promise:

Service Forward

Ruthlessly Consistent

Do the Right Thing

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Financial Management & Reporting

• Maintain and manage weekly, monthly, and annual capital budgets, forecasts, and cash flow projections.
• Partner with development team members to evaluate project progress, identify risks and opportunities, and update capital forecasts accordingly.
• Lead the capital planning function, including project cost tracking, financial reporting, and coordination with Accounting, Finance, and other business partners.
• Analyze and explain budget variances and forecast changes providing timely insights and recommendations to leadership.
• Oversee the development and management of budgets for major capital and development projects, ensuring alignment with strategic priorities and historical context.
• Collaborate cross-functionally to prepare internal and external reporting packages that accurately reflect capital investments, project performance, and forecasted spending.

Invoicing

• Oversee invoice processing and tracking to ensure accuracy and alignment with company standards.
• Review and approve new vendor setup requests, ensuring complete documentation and adherence to company policies.
• Partner with Accounting and Finance to streamline invoice management, improve payment workflows, and drive process efficiencies.
• Monitor invoice status, resolve discrepancies, and facilitate timely payment of vendors and consultants.
• Develop and maintain reporting and controls to support accurate invoice tracking, reconciliation, and financial transparency.

Department Operations & Resource Management

• Oversee facilities ticketing and capital approval system workflows, including admin, new club onboarding, software integration, and operational capital request tracking.
• Lead the evaluation, implementation, and optimization of facilities ticketing and capital approval system modules and related software solutions to support business growth and operational needs.
• Establish and maintain centralized standard operating procedures, documentation, and archives for capital budgets, forecasts, cost tracking, and historical project data.
• Drive strategic initiatives and special projects, including energy benchmarking, sustainability reporting, safety compliance, and other operational improvement efforts.
• Serve as a key resource for historical project knowledge, providing context, analysis, and support for development-related decisions and processes.
• Oversee the centralized management and archival of development project financial records, permits, contracts, drawings, and other critical project documentation.

Strategic Capital Planning

• Adjust capital budgets and forecasts to reflect changing business priorities, project sequencing, and return on investment considerations, providing variance analyses and scenario modeling as needed.
• Oversee equipment and asset lifecycle forecasting within facilities ticketing and capital approval systems to support long-range capital planning and investment strategies.
• Develop and maintain historical cost databases and reporting tools, providing cost benchmarks, trend analyses, and project insights to inform future spending decisions and support organizational knowledge.

Communication & Relationships

• Foster strong, collaborative relationships across Development, Operations, Finance, Accounting, Accounts Payable, and external vendor partners.
• Communicate proactively with all stakeholders to ensure alignment across departments on capital initiatives.
• Lead all members of the Capital Planning Team to ensure alignment across all areas of the department, presenting a unified voice in all communications.
• Represents the club in a professional manner through image, dress, communication, and immediate follow-through and response.

Corporate Goals & Objectives

• Promote innovation, service excellence, and continuous improvement in all work.
• Ensure alignment with company financial standards and operational objectives.
• Prioritize professional development and relevance in the development field.
• Ensures the TBCC Code of Culture is upheld in all aspects of development operations

• Flexibility in work schedule, as job may require day and evening shifts and weekends
• All other tasks as deemed necessary by management

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS & KNOWLEDGE

• Facilities & Construction Management — Knowledge of principles and methods for facilitating, constructing, and budgeting services. This includes purchasing, negotiating pricing, prioritizing, and scheduling
• Business and Finance – Knowledge and understanding of business and finance.
• Policies and Regulations — Knowledge of company polices, federal, state and local laws, government regulations, and agency rules that pertain to properties managed.
• Management of Personnel Resources — Knowledge of principles and procedures for legally identifying the best vendors for the job, hiring, motivating, developing and directing vendors as they work.
• Management of Financial Resources — Knowledge of economic and accounting principles and practices for creating a realistic budget, banking, and an understanding of financial reports and the ability to use mathematics to solve problems.
• Problem Anticipation/ Deductive Reasoning — Ability to tell when something is wrong or is likely to go wrong and then apply problem solving techniques to identify the root cause. Uses logic and reasoning to identify the strengths and weaknesses of potential solutions, conclusions or approaches to problems and considers the relative costs and benefits of potential actions to choose the most appropriate solution.
• Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.     
• Oral Comprehension and Expression —Ability to understand and communicate verbally so others can understand ideas and information.
• Computer – Ability to develop and maintain records in Word, Excel, PowerPoint, Outlook, and other software required by TBCC and regulatory agencies. Ability to develop complex tracking and report forms in Word and Excel as needed.

EXPERIENCE –

• Previous exposure to architectural design, facility and construction processes
• Minimum 2 years’ experience in supervisory or administrative role
• Minimum 2 years’ experience in capital planning or financial role
• Advanced Excel skills, including building and maintaining capital budget and forecast models, using XLOOKUP/INDEX-MATCH, pivot tables, and SUMIFS, and consolidating data from multiple sources for leadership reporting

EDUCATION – Bachelor of Arts or Sciences Degree or equivalent accredited degree or professional certification.

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position deals with outside personnel such as vendors and clients on a regular basis with contact in various forms such as in person, phone, and email.
• The location of the position changes frequently from indoors to outdoors as site visits are necessary. However, extreme environmental conditions do not exist.
• It is sometimes necessary to deal with unpleasant or angry people with the need to problem solve difficult situations.
• It is necessary to adapt to a frequently changing environment.
• Sitting and standing is as needed.
• It is necessary for the position to travel independently to property locations on a regular basis.

• Flexibility in work schedule, as job may require day and evening shifts, weekends and holidays.
• The repetitive use of the hands and arms is required to finger, handle, feel and reach
• It is necessary for the position to walk, stoop, kneel, and crouch
• Specific vision abilities include: close and distance vision, and the ability to adjust visual focus

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.  This job description replaces all previous descriptions for this position.

An Equal Opportunity Employer 

The Bay Club Company (“TBCC”) provides equal employment opportunities without regard to race (and all traits historically associated with race, including but not limited to, hair texture and protective hairstyles), color, religion, creed (including, but not limited to, religious dress and grooming practices), sex (including pregnancy, childbirth or related medical conditions, and breastfeeding, and other related medical conditions), sexual orientation and identity, gender, gender identity, gender expression, actual or perceived national origin/ancestry, accent or ability to speak English, age, disability, marital/familial status, source of income, veteran status, citizenship status, political activities or affiliations, medical condition, genetic information, persons with AIDS or AIDS-related condition, or persons who are victims of domestic violence.