Full-Time Estate/Account Manager

Job Title: Full-Time Estate/Account Manager

Reporting to: Director of Operations and the Principals of the UHNW private homes

Start : ASAP

Location: NYC (office in Manhattan; candidates must already be locally based)

Hours : Core schedule: Monday through Friday; business hours; must be flexible, including flexible to work occasional weekends, and be responsive after hours

Salary : $125,000 - $175,000 per year, dependent on experience

Benefits : Medical and dental benefits, 401k (no match), equity in the company;

PTO days, sick days, and main federal holidays; must be flexible to work holidays if needed, in which case, will be given a floating day off; plus, a discretionary yearly increase and bonus

Travel : Locally within the NYC area

The Role

A boutique company based out of Bay Harbor Islands, Florida that manages and cares for luxury homes and condos for absentee and full-time owners is expanding its footprint to Manhattan and is looking for an Estate/Account Manager to serve select UHNW clients in the city.

The Estate/Account Manager will take ownership of a portfolio of high-level UHNW private clients. This role works closely with the Director of Operations and serves as the primary point of contact for a group of estate clients, overseeing everything from day-to-day property needs to capital improvement projects.

The ideal candidate has several years’ experience as an Estate Manager, Property Manager, Owners’ Rep, or similar role.

While the Estate/Account Manager will have the support of administrative staff, runners, and accountants, they must be comfortable serving as the face of the company to demanding clients and can manage vendors and staff with authority and polish.

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

General Administrative

• Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwise
• Assisting with special projects and conducting research as needed, including sourcing products or services, gathering information, coordinating logistics, and supporting the implementation and follow-through of household or family initiatives as requested
• Efficient calendar planning
• Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
• Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays

Day to Day Management

• Sourcing and overseeing vendors (e.g. plumbing, electricians, maintenance workers, etc.), suppliers (e.g. florists, dry cleaners, etc.), contractors (for major repair and renovation projects) and various appointments
• Maintaining excellent relationships with suppliers, vendors, etc.
• Oversight of household systems: HVAC, electrical, smart home technology, and more
• Proactively troubleshoot and resolve household issues where possible, assessing situations and implementing practical solutions before escalating to or engaging external vendors
• Preventative maintenance with a special eye on the unique needs of oceanfront estates where applicable
• Good knowledge of household maintenance and servicing needs (interior and exterior)
• Oversight of deliveries, renovation projects and general maintenance of the residence; making the principals aware of any necessary repairs or purchases
• Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the principal’s wishes and that outcomes are being reached in a satisfactory time scale and to the standard expected

Family Assistance

• Monitoring deliveries and arranging returns
• Assisting with service during events and family gatherings
• Approaching work with a ‘never having to ask’ attitude – proactively completely jobs and pre-empting the family’s needs where possible

Staff Supervision/ Management

• Overseeing and managing all staff and third-party vendors
• Forging relationships and becoming a trusted ‘go to’ person when needed – to ensure the principals do not have to manage any staff or third-party vendors

Primary Point of Contact

• Ensuring excellent property security, serving as a point‐of‐contact for emergencies and urgent questions

Requirements :

• Legally able to work within the United States
• Must already live in NYC
• Minimum of five years’ experience as an Estate Manager, Property Manager, Owners’ Rep, or similar role
• Familiarity with NYC co-op/condo board dynamics and building management
• Experience with domestic staff supervision
• Experience sourcing and overseeing vendors, including vendor negotiation, and contract management
• Experience serving as owner’s representative on renovations, capital projects, or infrastructure upgrades
• Must be tech savvy and proficient in Excel, Outlook, Word, Google Docs
• Familiarity with smart home systems
• Excellent verbal and written communication skills
• Excellent references required
• Clean background check (criminal)
• Confidentiality/non-disclosure agreement