Estate Manager

Estate Manager
Manhattan Properties Locust Valley Estate Long Island

POSITION OVERVIEW
Role Title: New York Estate Manager
Reporting To: Principal / Family Office
Portfolio: Mid-town Manhattan (Family Residence & Staff Apartment) & Locust Valley Long Island (Weekend Retreat/Estate)
Employment Type: Full-time live-out
Package Headlines:$175K-200K Annually commensurate with experience negotiable for the right candidate.20 days annual leave & 8 Federal Holidays; health insurance contribution; employee-contributing 401(k)

ABOUT THE FAMILY

Children:Four (4) children 9-year-old (G) 10-year-old (G) (turning 11 in April) and 13-year-old twins (GB)

Pets:Four (4) friendly and affectionate dogs (three Bernedoodles and one micro-Goldendoodle). The ideal candidate musttruly enjoy dogs and feel comfortable around them.

THE CONTEXT & ROLE
This is a dual-property role supporting a UHNW private family across two distinct New York locations.

The Locust Valley Estate; an 8-acre Long Island property with a principal house pool gym and full MEP and security infrastructure is the familys primary leisure base used at weekends and during school holidays. The Estate Managers mandate here is total: property and land management full household service delivery and a standard of presentation and hospitality that mirrors a five-star private hotel throughout every visit.

Working Days/Hours:

• School Year:working days will be Thursday-Monday with Tuesdays and Wednesdays off. Hours: Thursday/Friday/Monday: roughly 8:00 am to 5:00 pm; Saturday/Sunday: roughly 9:00 am to 6:00 pm with flexibility to work later hours if there is an event or specific need of the family.
• School Holidays: Working days can be more flexible subject to the requirements of the Estate (i.e. any 5 days within the 7 day week); Hours: Roughly 8:00 am to 6:00 pm depending on needs.

The Manhattan Properties; a principal family residence and an adjacent staff apartment are a modern urban base used during term time and the working week. These properties carry a lighter operational footprint but require housekeeping oversight proactive maintenance coordination and reliable readiness management.

Working Days/Hours:

• Responsibilities to the Manhattan properties will fall within the same hours/days as above noting that the Estate Manager will have an able Property Engineer/team so coverage should not be an issue. The hours/days for Manhattan will be dictated but the Propertys/Estates needs.

The Estate Manager is the single point of accountability across both properties leading a team comprising a Property Engineer a Caretaker and two Housekeepers at Locust Valley and two Housekeepers in Manhattan. The role operates at a strategic level directing coordinating and holding standards rather than routinely delivering works personally.

RESPONSIBILITIES

Household & Guest Service
Locust Valley is the primary service environment. The family should arrive to a property that anticipates every need and operates invisibly throughout their stay.

• Direct and manage the Housekeeping teams across both properties; set and maintain five-star standards of cleanliness presentation and order at all times;
• Pre-arrival preparation: rooms opened deep-cleaned stocked and presented before each visit; family preferences dietary requirements and guest arrangements fully briefed to staff;
• Oversee food and beverage provisioning catering coordination and the set-up and management of formal and informal dining and entertaining;
• Manage all household inventory linen tableware silverware consumables anticipating and
  replenishing proactively;
• Coordinate staff rotas and property close-down at Locust Valley to align with family visit schedules; manage readiness and pre-arrival preparation at the Manhattan residence.

Property Facilities & Land
The Property Engineer carries day-to-day technical responsibility for MEP appliances equipment and property maintenance delivery across both locations whilst the Estate Manager provides strategic oversight.

• Set maintenance priorities and approve works programmes; manage contractor and vendor relationships insurance compliance and keep the Family Office informed of material issues and planned works;
• Oversee the pool (water quality seasonal operation safety compliance) gym readiness and all estate vehicles and plant;
• Direct the Caretaker in the upkeep of the 8-acre Locust Valley grounds lawns planting terraces
  pathways drainage and irrigation across all seasons;
• Coordinate building liaison maintenance and access management for the Manhattan Properties in
  conjunction with building management.

Financial & Procurement

• Manage operating budgets across both properties in conjunction with the Family Office Accounts team; approve and track procurement spend with accurate records and reporting;
• Negotiate and manage vendor contractor and supplier agreements; maintain a comprehensive asset and inventory register.

Compliance Insurance & Legislation

• Ensure both properties meet all applicable federal state and local regulatory requirements; manage insurance coverage across buildings contents vehicles liability and employer obligations;
• Condominium municipal and governmental compliance at both locations; health and safety oversight for all staff and contractors across both properties.
• Vet contract and supervise all contractors and suppliers

People & Cross-Property Coordination

• Line manage the full related Estate teams; Property Engineer Assistant Property Engineer Caretaker and Housekeeping staff at both properties. Set standards manage performance and adminster the team;
• Liaise with the Family Office to integrate with the master schedule of movements estate operations vendor visits logistics and maintenance programmes across both properties;
• Produce clear timely reporting on property status condition maintenance budget and staffing for the Principals and Family Office.

SKILLS & EXPERIENCE

• Substantial experience in estate and household management within a super-prime private residential or luxury hospitality environment; preferably for UHNW families
• Proven track record in household service delivery; able to create and sustain a warm anticipatory hotel-quality service environment;
• Strong property management background with sufficient technical literacy to direct a Property Engineer and specialist contractors effectively; able to interrogate works programmes review proposals and hold the function to account;
• Confident people manager; able to lead a mixed household and technical team currently consisting of Housekeepers Caretaker and Property Engineers with authority warmth and clarity;
• Financially competent; comfortable with budget management procurement and reporting; familiarity with commercial contracts and contractor insurance;
• Excellent written and verbal communication
• High personal standards of discretion integrity and confidentiality;willing to commit fully to the role and the familys schedule;
• Physically capable of working (and commuting) to the two properties in all seasons.

POSITION REQUIREMENTS

• Significant Estate Management experience in private households preferably for UHNW clients
• Excellent verifiable references
• Legal authorization to work in the United States
• Valid drivers license with a clean driving record
• Current valid U.S. passport and ability to travel internationally
• Comfortable working in a fully staffed household environment
• Must love dogs and feel comfortable around multiple pets