Capital Improvements Manager

Job Description

Job Description

Summary

The Memphis Housing Authority (MHA) is looking for a dependable Capital Improvements Manager to join our team! The Capital Improvements Manager plans, directs, and coordinates MHA's capital improvement and construction management activities. The Manager converts portfolio needs and organizational priorities into executable scopes, budgets, schedules, procurements, and construction projects; oversees project delivery from planning through closeout; and maintains strong project controls to protect quality, schedule, budget, safety, compliance, and public resources. This position reports to the Director of Development.

The Manager supervises assigned staff and consultants and works closely with Development, Asset Management, Compliance, Finance, Procurement, Legal, property management, maintenance, and external partners. The position supports development and RAD/repositioning projects and maintains complete, audit-ready project records.

All activities must support the MHA (or “Authority”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The position description is in compliance with American with Disabilities Act.

• Develop and maintain short- and long-range capital improvement plans based on physical needs assessments, property conditions, operational priorities, regulatory requirements, funding availability, and MHA's strategic plan.
• Coordinate with the Director of Development and Asset Management Director to prioritize capital investments, support redevelopment and RAD/repositioning strategies, reduce vacancies, preserve assets, and improve resident outcomes.
• Develop annual departmental work plans, project schedules, procurement forecasts, staffing assignments, budgets, cash-flow projections, and performance measures.
• Prepare conceptual and detailed cost estimates for labor, materials, equipment, professional services, contingencies, escalation, and other project costs; validate available funding and identify potential shortfalls.
• Maintain a complete portfolio-level view of capital projects and regularly report status, schedule, budget, risks, decisions, and corrective actions to the Director of Development and other stakeholders.
• Develop or coordinate scopes of work, technical specifications, drawings, cost estimates, bid documents, evaluation criteria, and contract requirements for rehabilitation, repair, modernization, new construction, equipment, and professional services.
• Coordinate with Procurement and the Director of Development on solicitations, pre-bid conferences, bid openings, evaluations, preconstruction conferences, notices to proceed, contract documentation, and required approvals.
• Manage architects, engineers, environmental professionals, cost estimators, inspectors, testing firms, and other consultants; review deliverables for completeness, constructability, code compliance, value, and alignment with MHA requirements.
• Confirm that required permits, environmental reviews, utility coordination, accessibility requirements, insurance, bonding, labor standards, and other preconstruction conditions are addressed before work begins.
• Support development project due diligence, design review, cost estimating, scheduling, procurement planning, and construction readiness as assigned.
• Oversee construction and capital improvement projects from notice to proceed through substantial completion, final completion, warranty administration, and closeout.
• Conduct or arrange site observations, progress meetings, inspections, testing, and quality-control reviews; promptly document and resolve deficiencies, discrepancies, delays, safety concerns, and nonconforming work.
• Coordinate with contractors, architects, engineers, inspectors, property managers, maintenance staff, residents, utilities, and governmental agencies to minimize disruption and maintain project progress.
• Ensure adequate inspection of all capital improvement work and verify that completed work conforms to plans, specifications, codes, contract requirements, accessibility standards, and applicable HUD requirements.
• Manage punch lists, certificates of completion, warranties, training, operations and maintenance materials, as-built documents, permits, occupancy requirements, and turnover to property operations.
• Monitor contracts, commitments, expenditures, draw schedules, contingencies, funding deadlines, and forecast-to-complete amounts; identify potential overruns or delays early and recommend corrective action.
• Review contractor pay applications, consultant invoices, stored materials, schedules of values, inspection reports, and supporting documentation; prepare recommendations for partial and final payment.
• Evaluate and document change orders, proceed orders, time extensions, claims, allowances, substitutions, and amendatory agreements; confirm scope, cost, schedule, funding, and approval authority before commitment.
• Use MHA-approved project management software to maintain current budgets, schedules, milestones, risks, issues, action items, contract data, and management reports.
• Maintain accurate project files, including contracts, drawings, specifications, correspondence, submittals, requests for information, meeting minutes, inspection records, pay documentation, change records, photographs, closeout records, and HUD submissions.
• Ensure capital activities comply with applicable HUD requirements, MHA policies, procurement standards, funding agreements, building codes, accessibility standards, environmental requirements, labor standards, and record-retention rules.
• Prepare timely correspondence, reports, certifications, funding submissions, and supporting documentation for HUD, the City of Memphis, auditors, funders, insurers, and other authorized parties.
• Maintain audit-ready records and promptly address monitoring findings, documentation gaps, questioned costs, contractor performance concerns, and corrective actions.
• Promote jobsite safety and verify contractor compliance with safety plans, insurance, bonding, incident reporting, and applicable occupational safety requirements; immediately escalate serious risks.
• Supervise, coach, and evaluate assigned employees; establish clear expectations, distribute workloads, review work quality, support professional development, and ensure timely completion of assignments.
• Assist the Director of Development with departmental goals, policies, procedures, internal controls, budgets, staffing plans, and continuous-improvement initiatives.
• Collaborate across MHA departments and communicate clearly with residents, contractors, consultants, governmental partners, Board members, and community stakeholders.
• Represent MHA at project meetings, site visits, public meetings, conferences, and training events, and perform other related duties as assigned.

Accountability and Performance Measures

• Percentage of projects delivered within approved scope, schedule, and budget.
• Accuracy of project estimates, forecasts, payment reviews, change management, and management reporting.
• Quality of construction, inspection, punch-list resolution, warranty administration, and operational turnover.
• Timeliness of procurement readiness, funding obligation and expenditure, project closeout, and required submissions.
• Completeness, consistency, and audit readiness of project files and compliance documentation.
• Effectiveness of staff supervision, consultant and contractor management, cross-departmental coordination, safety practices, risk mitigation, and corrective action.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge : Thorough knowledge of capital planning, construction management, rehabilitation, cost estimating, scheduling, contract administration, inspection, quality assurance, and project closeout. Working knowledge of HUD capital requirements, public-sector procurement, building and accessibility codes, environmental requirements, labor standards, insurance, bonding, and construction safety practices. Ability to read and evaluate plans, specifications, schedules, estimates, contracts, pay applications, change proposals, inspection reports, and technical correspondence. Strong project management, analytical, problem-solving, negotiation, supervisory, written communication, presentation, and stakeholder-management skills. Ability to manage multiple projects and funding sources, make sound decisions, meet deadlines, maintain internal controls, and preserve accurate records. Proficiency with Microsoft Office and project management, scheduling, cost-control, document management, and reporting systems.

Commitment : Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; and be adept at multitasking while maintaining accountability for complete and timely work performance. Demonstrates strong organizational, project management and critical thinking skills.

Professional Behavior:   Exhibits positive, polite, courteous, honest, and conscientious behavior with all internal/external clients. Accepts responsibility for actions and adjusts behavior as appropriate. Must demonstrate a high level of professionalism and maintain the decorum of the office. Must be able to establish and maintain effective working relationships with internal and external customers, clients, and constituents. Must be able to communicate with a variety of audiences and provide excellent customer service. Must display a neat, clean, and professional appearance.

Reliability & Judgment:   Employee demonstrates sound reasoning and critical thinking by making decisions in line with established Agency expectations. Performs work in a reliable manner that is both accurate and timely. Must uphold a strict level of confidentiality. Must be skilled in analyzing situations in order to identify problems and offer viable solutions.

Teamwork:   Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports agency's mission and values

Education and/or Experience

• Bachelor's degree from an accredited college or university in construction management, architecture, engineering, facilities management, business or public administration, or a closely related field.
• Five (5) years of progressively responsible experience in capital improvements, construction management, rehabilitation, facilities planning, engineering, or a related field, including at least two (2) years of supervisory or major project leadership experience.
• Demonstrated experience managing construction projects, budgets, schedules, contractors, consultants, inspections, payments, change orders, and project closeout.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
• Valid driver's license and ability to travel to MHA properties, construction sites, and meetings.

Preferred Qualifications