Property and Household Coordinator

Property & Household Coordinator To The Principal

We are seeking a warm, highly organized, discreet, and service-minded Property & Household Coordinator to support a private family relocating to the San Francisco Peninsula. This is a high-trust, hands-on role focused on household operations, property coordination, errands, vendor management, and ensuring the home runs smoothly.

The ideal candidate lives within a reasonable driving distance of Woodside and is comfortable providing in-person support as needed, without necessarily being at the property every day. Is proactive, discreet, and resourceful, with prior experience supporting a private family and the flexibility to manage household and property needs as they arise.

The individual will work closely with the Executive & Family Assistant and will cross-train so that each can provide the other temporary backup coverage for family logistics and administrative responsibilities during vacations, sick leave, travel, or unexpected absences. This coverage is occasional and temporary, not part of the regular day-to-day duties.

The role will initially support the family's primary residence, with the possibility of expanding to other U.S. properties in the future. The Coordinator will also work closely with the Family Office and the Property Manager for the family's Latin America residences to keep information, standards, and reporting aligned across all properties.

This is a warm, fast-paced, family-oriented home with multiple young children. The family values privacy, discretion, flexibility, and a low-ego, collaborative approach. The successful candidate will work closely with the Principals, children, household staff, vendors, and service providers.

The home is pet-friendly and strictly non-smoking and non-vaping, both indoors and on the property.

Key responsibilities include:

• Utility, Vendor & Expense Management: Oversee recurring utility bills and vendor invoices, ensuring timely payment. Monitor and review all household expenditures, petty cash, credit card purchases, and receipts to ensure full financial transparency. Manage minor day-to-day household payments and coordinate major payments with the Family Office.
• Budget Monitoring: Track monthly household operational budgets and flag any overages or anomalies to the Principal and Family Office in a timely manner.
• Household Inventory: Maintain an up-to-date inventory of all household supplies, equipment, furnishings, and assets, coordinating restocking and replacements as needed.
• Property, Vehicle & Household Systems: Maintain and coordinate key property systems and protocols, including household emergency and contingency plans, family vehicles, home technology and related access credentials, and art and valuable-asset inventories. Ensure appropriate maintenance, documentation, service schedules, and vendor coordination across these areas.
• Pet Care Coordination: Coordinate the family pet's day-to-day care, including feeding, grooming, veterinary appointments, supplies, transportation, boarding, and care arrangements during family travel.
• Food & Menu Coordination: Coordinate closely with the Principal on household food planning and preferences, including weekly menus with the cook or chef, grocery and pantry management, family and children's preferences, dietary and nutrition guidelines, and menus for entertaining and special occasions. Support the Principal in recruiting and onboarding a cook or private chef, and manage their scheduling and day-to-day coordination as needed.
• Household, Staff & Property Management: Oversee day-to-day household operations, including management and coordination of household staff, vendors, contractors, and service providers. Manage household staff schedules, vacations, coverage, performance-related matters, and staff disputes as needed, providing input and documentation to the Principal, who makes all hiring and termination decisions. Coordinate maintenance, repairs, deliveries, and property-related matters through completion.
• Household Errands: Handle personal and household errands, purchases, drop-offs, and pick-ups as needed.
• Event Planning (shared): Lead on-site setup, vendors, catering, and staff coverage for family events birthdays, dinners, gatherings based on the Principal's direction and preferences, working hand in hand with the Executive & Family Assistant, who leads guest lists, invitations, guest logistics, and the overall timeline.
• Property Management Platform: Be responsible for implementing and maintaining the property management software for all U.S. properties, including setup, data entry, and onboarding of relevant staff and vendors. Keep it current as the single source of truth for property records, maintenance schedules, service history, vendor contacts, warranties, inventories, and household documentation.
• Property & Vehicle Insurance: Serve as the administrative point of contact for home, auto, umbrella, and personal property insurance for all U.S. properties, maintaining up-to-date policy records and asset documentation, coordinating renewals and inspections, and managing claims logistics such as photos, contractor estimates, and adjuster visits. Premium payments are coordinated with the Family Office, and coverage decisions remain with the Principal or Family Office.

The role is active and varied. Candidates should be comfortable with the following:

• Standing, walking, and moving throughout the home and property for extended periods
• Lifting and carrying up to 30 pounds (packages, luggage, household items)
• Bending, reaching, and climbing stairs regularly
• Driving locally for errands and appointments, with a valid driver's license and clean driving record
• Sustained focus during long workdays, with the energy to pivot quickly between administrative and hands-on tasks

Pre-hire requirements include:

• A comprehensive background check covering criminal history, employment verification, education verification, and motor vehicle records
• Reference checks with prior household employers and direct supervisors
• A signed Non-Disclosure Agreement

Qualifications:

• 7+ years of experience supporting private families, principals, Family Offices, or UHNW households in a Household Manager, Estate or Property Manager, Household Coordinator, or similar role.
• Proven ability to manage household operations, property maintenance, vendors, household staff coordination, budgets, and multiple competing priorities with strong attention to detail.
• Exceptional discretion, judgment, organization, and ability to anticipate needs and follow through independently.
• Strong technology fluency, including productivity tools, household management systems, and AI tools.
• Excellent written and verbal communication skills; professional fluency in English and Spanish required. Portuguese preferred.
• Flexibility to provide occasional evening, weekend, travel, or time-sensitive support as required.

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.