Senior Manager Capital Planning

The Bay Club Company•San Francisco, CA

About The Position

Under the direction of the Chief Development Officer, the Senior Manager of Capital Planning leads financial forecasting, budgeting, invoicing, and cost management for construction projects. The position directly manages two staff associates and develops and maintains frameworks for tracking and prioritizing projects and evaluating historical costs. It supports operational excellence and data-driven financial planning to optimize investments and enable The Bay Club Company to deliver facilities, amenities, and member experiences. The role leads capital planning, project cost tracking, financial reporting, and coordination with Accounting, Finance, and other business partners. It oversees invoice processing and vendor setup, facilities ticketing and capital approval workflows, capital project records, historical cost databases, and long-range equipment and asset lifecycle forecasting. The position also supports strategic initiatives such as energy benchmarking, sustainability reporting, safety compliance, and operational improvements. The position requires regular interaction with internal teams and external vendors, and independent travel to property locations for site visits. Work locations change frequently between indoor and outdoor settings. The schedule may require day and evening shifts, weekends, and holidays. The role involves adapting to a changing environment and occasionally resolving difficult situations with unpleasant or angry people. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor of Arts or Sciences degree, equivalent accredited degree, or professional certification.
Minimum 2 years’ experience in a supervisory or administrative role.
Minimum 2 years’ experience in capital planning or a 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.
Knowledge of facilities and construction management principles and methods, including purchasing, negotiating pricing, prioritizing, and scheduling.
Knowledge and understanding of business and finance.
Knowledge of company policies and applicable federal, state, and local laws, government regulations, and agency rules pertaining to managed properties.
Knowledge of personnel resource management, including identifying vendors, hiring, motivating, developing, and directing vendors.
Knowledge of financial resource management, including economic and accounting principles, budgeting, banking, financial reports, and using mathematics to solve problems.
Ability to anticipate problems, identify root causes, apply logic and reasoning, evaluate potential solutions, and weigh their relative costs and benefits.
Ability to read, understand, and communicate information and ideas in writing and verbally.
Ability to develop and maintain records using Word, Excel, PowerPoint, Outlook, and other required software, and to create complex tracking and reporting forms in Word and Excel.
Ability to travel independently to property locations on a regular basis.
Ability to adapt to a frequently changing environment and address difficult situations with external personnel.

Nice To Haves

Previous exposure to architectural design, facilities, and construction processes.

Responsibilities

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.
Lead capital planning, 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 budgets for major capital and development projects, ensuring alignment with strategic priorities and historical context.
Collaborate across functions to prepare internal and external reporting packages on capital investments, project performance, and forecasted spending.
Oversee invoice processing and tracking, review and approve vendor setup requests, and ensure compliance with company standards and policies.
Work with Accounting and Finance to improve invoice management and payment workflows; monitor invoice status, resolve discrepancies, and facilitate timely vendor and consultant payments.
Develop and maintain controls and reporting for invoice tracking, reconciliation, and financial transparency.
Oversee facilities ticketing and capital approval system workflows, including administration, new club onboarding, software integration, and operational capital request tracking.
Evaluate, implement, and optimize facilities ticketing and capital approval system modules and related software solutions.
Maintain centralized standard operating procedures, documentation, archives, and historical project data for capital budgets, forecasts, and cost tracking.
Drive strategic initiatives and special projects, including energy benchmarking, sustainability reporting, safety compliance, and operational improvements.
Provide historical project knowledge and analysis to support development-related decisions and processes.
Oversee centralized management and archiving of development project financial records, permits, contracts, drawings, and other critical documentation.
Adjust capital budgets and forecasts to reflect changing business priorities, project sequencing, and return on investment considerations; provide variance analyses and scenario modeling.
Oversee equipment and asset lifecycle forecasting in facilities ticketing and capital approval systems for long-range planning.
Develop and maintain historical cost databases and reporting tools, including benchmarks, trend analyses, and project insights.
Build collaborative relationships across Development, Operations, Finance, Accounting, Accounts Payable, and external vendor partners, and communicate proactively to align stakeholders.
Lead the Capital Planning Team and ensure alignment and unified communications across the department.
Represent the club professionally through image, dress, communication, and prompt follow-through.
Promote innovation, service excellence, and continuous improvement; align work with company financial standards and operational objectives.
Prioritize professional development and relevance in the development field, and uphold the TBCC Code of Culture.
Perform other tasks as deemed necessary by management.