Heartshare’s Director of Capital Projects is responsible for overseeing the development, implementation, and oversight of the agency’s capital improvement projects, ensuring they are completed on time, within budget, and in compliance with organizational standards and safety regulations. The role requires hands-on supervision of construction activities, including coordination with architects, engineers, and contractors. The ideal candidate will lead Heartshare’s efforts to design capital plans that prioritize accessibility and the evolving needs of aging populations by ensuring that all capital improvements incorporate universal design principles, ADA compliance, and age-friendly features. Â
Capital Planning & Leadership
- Lead the development and execution of capital improvement projects, including renovations, structural repairs, MEP system upgrades, envelope restoration, and amenity enhancements.
- Assess capital needs across all agency-owned and leased properties—including residential homes, condos, apartments, commercial spaces, and school facilities—and develop multi-year capital plans accordingly, including the preparation of project scopes of work and related RFPs.
- Collaborate with the SVP of Real Estate Strategy & Systems, Vice President of Properties, and program leadership to design capital plans that prioritize accessibility and the evolving needs of aging populations. Ensure that all improvements incorporate universal design principles, ADA compliance, and age-friendly features by evaluating mobility challenges, reducing physical barriers, improving lighting and signage, upgrading restrooms and entrances, and integrating technologies or infrastructure that support safe, independent living for individuals with physical, sensory, or cognitive impairments.
- Capital improvements may range in scope from minor facility upgrades (bathrooms, etc.) to comprehensive facility-wide renovations.
- Assist with large-scale projects related to violation resolution, particularly those involving coordination with City agencies and regulatory authorities.
Contract, Budget & Invoice Management
- Oversee the management and use of Heartshare’s OPWDD-funded Residential Reserve for Replacement (RRR) funds to ensure timely and appropriate use of funds.
- Assist in the preparation and submission of Prior Property Approval (PPA) requests to OPWDD, when required.
- Assist with any required reporting and documentation associated with capital grant funding, ensuring compliance with grantor guidelines, timelines, and audit requirements.
- Engage stakeholders in value engineering processes to optimize scope and budget alignment.
- Monitor project expenditures to ensure strict adherence to approved budgets and financial controls.
- Review, prepare, and submit contracts, change orders, and other project-related documents for executive approval.
- Process and submit all invoices for construction, architectural, and related services in a timely and accurate manner.
Project Oversight, Coordination, Scheduling & Execution
- Direct all phases of capital projects from initial scope development through closeout, ensuring alignment with scope, schedule, and quality expectations.
- Develop and manage detailed project timelines in collaboration with contractors, vendors, and program staff.
- Resolve scheduling conflicts, coordinate site access, and mitigate disruptions to program operations.
- Provide on-site supervision of active projects to ensure safety, quality, and compliance with specifications.
- Proactively address project delays, material shortages, and unforeseen field issues to maintain progress.
- Implement and maintain project management tools to track milestones, budgets, vendor performance, and punch list items.
- Provide regular progress updates and cost reports to senior leadership.
Quality Assurance & Safety Compliance
- Enforce rigorous quality control practices, including frequent site inspections and verification of completed work against plans and specifications.
- Ensure compliance with all applicable regulatory codes and standards (e.g., DOB, FDNY, EPA).
- Work with program teams to develop and implement site-specific safety plans that protect residents and program participants during construction.
Technology & Systems Integration
- Leverage automated project and/or facilities management platforms (e.g., TheWorxHub, Procore, Microsoft Project or similar) to manage project workflows, documentation, and communication.
- Maintain detailed records in the system, including progress updates, site photos, and field notes.
Communication & Stakeholder Engagement
- Serve as the primary point of contact for all capital project activities, ensuring effective coordination with internal stakeholders, contractors, vendors, and funders.
- Deliver timely and accurate updates to the SVP regarding project progress, risks, and required adjustments.
Close-Out & Documentation
- Maintain comprehensive project documentation, including daily logs, inspection reports, permits, delivery records, and safety checklists.
- Ensure all close-out items are completed, including securing final inspections, certificates of occupancy or completion, and warranties.
- Track and manage post-project warranty compliance and documentation for installed systems and completed improvements.
Fire and Flood Recovery
- In the event of fire, flood, or other major damage, lead facility recovery efforts by managing repairs, coordinating with insurance adjusters, and overseeing the use of insurance proceeds to restore operations efficiently and safely.
