Estate Manager

Estate Manager Job Description

Our client in Menlo Park, California, has an immediate need for an experienced, hands-on Estate Manager (EM) to oversee the planning, management, and day-to-day operations of their properties and household team. The EM will report directly to the Principals and work in close partnership with the family's office, coordinating across family members, guests, property staff, contractors, vendors, consultants, and counsel as needed.

The family's portfolio includes six properties total, three of which are actively lived in throughout the year. The EM will be based primarily out of the main residence, with periodic oversight of the additional properties. The role exists to minimize the time burden on the Principals related to managing their team and properties, allowing them to enjoy their homes with minimal administrative involvement.

This is a full-time position requiring flexibility for occasional additional days, evenings, and weekends as mutually agreed. The family recognizes the demands of this role and is committed to supporting the EM with clear expectations, defined boundaries, and dedicated admin support so the position remains sustainable long-term.

Schedule

• Full-time, onsite, Monday-Friday
• Must be available for after-hours events or emergencies
• Start date: as soon as possible
• Local candidates only

Character Sketch

• Wide range of skills, ideally including hands-on luxury hospitality experience
• Strong leadership and management experience, comfortable working alongside a diverse group of people
• High level of communication skill and emotional intelligence; able to listen, respond, manage, and diffuse conflict
• Represents the family in a warm, friendly, and highly professional manner at all times
• Open, clear, and easy communicator
• Proactive in anticipating needs and situations before they arise
• Quick study, adaptable to a fast-paced and evolving environment
• Excellent problem-solving skills and sound judgment
• Strong time management, able to juggle shifting priorities with ease
• Skilled in hosting and etiquette; able to plan and execute high-level events
• Excellent attention to detail
• Works with a sense of urgency
• Able to maintain strict confidentiality
• Comfortable partnering closely with the family office and taking direction on priorities, while also bringing strong initiative and sound judgment to daily execution

Responsibilities

• Maintain strict confidentiality regarding the Principals, family members, guests, and properties
• Oversee smooth day-to-day functioning of household operations and the family calendar
• Maintain and drive an annual calendar of events and projects including preventative maintenance schedules including appliances
• Manage care of family wardrobes and plays a big role in packing for all family members
• Plan and execute estate hospitality and small events, including table settings and light service support
• Oversee hiring, management, and training of household team members, fostering strong team culture and morale
• Maintain familiarity with California labor laws and standard household payroll systems
• Serve as the Principals' primary point of contact for management issues across all properties
• Coordinate services of all property staff, including housekeepers, groundskeepers, and vendors
• Oversee property and vehicle administration, including scheduling maintenance, improvements, and vendor visits
• Manage household inventory across the portfolio, maintaining organized, up-to-date records
• Regularly inspect the primary residence and periodically inspect additional properties, maintaining the high standards expected by the Principals
• Develop and manage a comprehensive maintenance schedule across all properties, delegating and supervising work as needed
• Identify opportunities to reduce operating expenses where possible
• Engage and manage relationships with contractors, vendors, and consultants, including landscapers, pool maintenance, and similar recurring services; ensure invoices are reviewed and approved promptly
• Provide construction management support for remodels or new construction projects as needed
• Ensure all work is completed to a high professional standard
• Schedule repairs and maintenance to avoid conflicts with Principal, family, or guest visits
• Ensure all properties are consistently clean, organized, and guest-ready
• Coordinate travel and event planning alongside the family's travel agent and office support staff
• Handle general errand running and gift or supply purchases
• Manage care for the family dog, including vet visits, pet sitting coordination, and supplies
• Partner closely with dedicated part-time admin support to manage calendaring, prescriptions, and related administrative tasks, delegating appropriately to protect focus for higher-level priorities
• Work with financial liaisons as needed to process vendor payments, manage bills, and ensure insurance is current for new staff
• The ideal candidate will be tech savvy and able to provide tier 1 support. They should also be familiar with smart home and landscaping applications, as well as operations

Requirements

• Must be authorized to work legally in the United States
• Must live within a commutable distance to Menlo Park
• Strong longevity in current and past positions
• Minimum of five years of estate management experience in large luxury residential homes, including at least three years managing staff, contractors, and vendors
• Luxury hospitality background preferred
• Operational knowledge of residential building systems, utility systems, landscape, and hardscape
• Excellent oral and written communication skills
• Strong references demonstrating commitment, reliability, discretion, and productivity
• Team-oriented with excellent leadership and delegation skills
• Able to take direction while also working proactively and independently with minimal supervision
• Comfortable managing multiple properties within a larger portfolio
• Flexible to be on-call for property emergencies
• Flexible to occasionally work holidays with advance notice
• Must have a clean driving record
• Must have a reliable vehicle available for work use. A shared company vehicle is available, but the Estate Manager should expect to use their own vehicle as needed during the workday.
• Must successfully complete an in-depth background investigation

Compensation & Benefits

• $175,000-$225,000 per year | depending on experience
• Health, dental, and vision plan for employee
• Retirement plan with match
• 10 paid vacation days in the first year
• Paid sick days
• Paid holidays
• Discretionary year-end bonus
• Yearly wage review
• Laptop and mobile phone provided

DM Estate Staffing is a domestic staffing firm headquartered in Silicon Valley, dedicated to connecting exceptional Private Service Professionals with private clients and family offices across the United States. Built over more than a decade on referrals and repeat clients, we have grown thoughtfully by doing one thing well: finding the right person for the right home.

Every member of our recruiting team has worked personally in the homes of prominent private clients, as estate managers, private chefs, household leaders, and more. That lived experience is what sets us apart. We don't just understand private service in theory; we've navigated its nuances, its demands, and its deeply personal nature from the inside. That perspective shapes every search we conduct and every candidate we represent.

We encourage you to regularly explore our job board and apply for any roles that align with your experience and aspirations. When your background aligns with what our clients are looking for, we will be in touch. We hope to have the opportunity to work with you soon.