Estates Manager
Location: Miami Beach Florida Multiple Domestic Properties Across 5 U.S. States
Reports to: Chief of Staff
POSITION OVERVIEW
We are seeking an Estates Manager to lead the property management and personal service infrastructure for our Principals residential portfolio. This includes a main residence in Miami Beach and several vacation homes across five states.
The Estates Manager will proactively manage staff and vendors to maintain all properties establish efficient workflows develop resources and implement protocols. These efforts will ensure our principals and guests experience maximum privacy personal safety and exceptional 5star service. This role involves overseeing household and property staffing plans design and construction management and financial management.
The Estates Manager will collaborate closely with property managers household staff personal and executive assistants personal valet chauffeurs chefs housekeepers architects designers contractors AV/IT systems integrators and other service vendors.
Longterm success in this role requires handson experience to accurately assess the scope and nature of repairs identify potential issues lead a team of remote property managers communicate effectively and consistently meet service expectations.
Reporting directly to the Chief of Staff this role requires travel to oversee properties projects and staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Property Management & Maintenance
Preventative Maintenance Oversee maintenance priorities preventative maintenance programs and procedures for all properties and equipment.
Vendor & Supplier Lists Maintain current and accurate contact lists for suppliers consultants and vendors. Ensure service providers are appropriately scheduled and monitored tasks are performed correctly and budgets/contracts adhere to all agreements.
Construction Oversight Oversee the planning and progress of renovation maintenance and special projects for all properties to finish. Communicate effectively with architects builders designers consultants governmental officials and legal professionals to meet project objectives. Keep the Chief of Staff informed about project progress issues schedules and other relevant information.
Safety & Security Support the creation and maintenance of disaster preparedness and evacuation procedures physical safety protocols emergency contact and medical support staff/vendor background investigations and NDA processes to protect occupants and assets.
Move Management & Storage Coordinate and oversee physical move management processes including furniture equipment AV/IT and personal effects.
File Management Maintain files related to residences employees vendors tenants operations budgets finances inventories construction equipment furniture maintenance and repair.
Staff Planning & Travel Coordination Plan for inhouse staff attendance and coordinate staff travel with assistants preparing residences for principals arrival stay and departure. Ensure full staff coverage for principals and guests at all times.
Hospitality and Staff Management
Service Delivery Serve as the primary point of contact for operational concerns for all property managers and home staff. Ensure 5star level of hospitality service is consistently delivered by the home team to the Principal and guests. Keep the Chief of Staff informed of current operations and project progress through regular reports and updates.
Organizational & Operational Communication Oversee the properties organizational standards charts and schedules and ensure orderly and meticulous operation in coordination with all respective departments.
Standard Operating Procedures Develop and oversee the preparation of standardized procedure manuals direct quality assurance standards and training programs.
Priority & Staff Scheduling Work with staff members to set priorities for their specific positions (daily weekly monthly quarterly annual and seasonal duties) coordinate work schedules and manage timeoff requests.
Property Advance Travel as necessary between properties for handson oversight of residences visit readiness project management and relationship development with staff/vendors. Coordinate plans for upcoming property activities and oversee arrivals and lodging requirements. Anticipate and respond to the Principals and Guests needs and ensure principals standards are met throughout. Ensure that properties are properly prepared and ready for occupancy.
Event Management Liaise with the Chief of Staff Special Projects Manager Admin Assistants Property and Household Staff to plan and successfully execute events and entertaining experiences for the principal and guests such as the attendance of music festivals inhouse dinner parties and travel to concert venues.
Inventory & Documentation Protocols Support the development of a property and personal services database including established standards and procedures based on sitespecific needs. Assist with the creation and maintenance of digital inventory documentation systems perform regular quality and condition checks and establish intuitive working tools and workflows.
Reporting and Communication
Chief of Staff Reporting Schedule regular meetings with the Chief of Staff to monitor feedback and personal preferences and provide detailed insights into requested areas. Communicate relevant feedback and directives to staff members.
Task Tracking Ensure that all project fixit and Principal requests are proactively tracked and accurately updated. Leverage technology to streamline communications & processes wherever possible.
Property & Staff Communication Maintain constant communication with property and household staff and external stakeholders to stay informed of property and residence activities.
Financial & Administrative Responsibilities
Annual Budgeting Collaborate with the Chief of Staff and Bookkeeper to prepare and track each propertys annual operating budget. Create and execute a capital improvement plan per property establishing priorities timelines budgets and project teams.
Expense Control Manage household and propertyrelated expenditures and develop systems for proper documentation and oversight of staffs credit card purchases and receipts.
Contract Review & Admin Provide contract review and escalate to legal review when appropriate. Monitor budgets/contracts and verify adherence to all agreements.
Vendor & Supplier Relationships Develop strong relationships with vendors and suppliers to ensure premium service delivery and competitive pricing.
QUALIFICATIONS
Education & Experience
A bachelors degree or a minimum of tenplus years of relevant experience or equivalent combination of education and experience managing service delivery within a highservice actionoriented private household with high accountability levels.
Possess familiarity with elevated design aesthetics and construction practices. Experience with whiteglove vendors preferred.
Demonstrated project management experience with capital improvement projects contract negotiation and overseeing large groups of vendors including architects engineers consultants and designers.
Demonstrated experience in maintaining a private employers confidentiality safety security and privacy.
Finds deep satisfaction from being in service and anticipating needs.
Superb written and oral communication skills; a gift for distilling information into concise verbal and written formats.
Techsavvy: advanced knowledge of both Google and Apple products with demonstrable proficiency with Google Suite (calendar drive sheets docs tasks keep); online video communication software; PM/messaging tools; quick learner of new apps. Knowledge of Trello is a plus.
Personal Qualities & Character
Creative conscientious problem solver who spends the principals money like its their own.
Discreet individual who can work independently as a leader and executive team member. The successful candidate will be a "selfstarter" who can relate well with others in an organized and efficient manner. Must possess a high level of accuracy attention to detail and followthrough.
Critical thinker with the ability to exercise judgment set priorities and cope with competing demands. Excellent timemanagement and general organizational skills.
Ability to work closely with employees and vendors and promote a productive and congenial environment.
Ability to accommodate a nontraditional work schedule and remain flexible to meet the Principal s needs.
Possess a handson "No job too big or too small" attitude and have a strong moral compass and sense of personal integrity.
Unwavering ability to tackle difficult or challenging issues openly with tact and candor.
ADDITIONAL INFORMATION
Work location: Will be officed in Miami Beach Florida with occasional travel to the local regional and outofstate properties.
Salary to $175K DOE with full benefits and relocation assistance.
Verifiable references thorough background check
ESTATES MANAGER
