Vice President of Capital Planning & Development

GENERAL SUMMARY

Under the direction of the Chief Development Officer, the VP of Capital Planning & Development is responsible for leading the financial forecasting, budgeting, invoicing, and cost management for all Construction & Development 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 VP of Capital Planning & Development plays a critical role in optimizing investments and enabling The Bay Club Company to deliver exceptional facilities, amenities, and member experiences.

Compensation: $115,000.00 - $130,000.00/year + bonus eligibility

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.

PRIMARY JOB FUNCTIONS

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

OTHER JOB FUNCTIONS

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