Estate Manager needed in Miami Beach

Full Time Estate Manager in Miami Beach, Florida 

Role
Oversee the day-to-day operations, care, and presentation of multiple private residences with the primary focus on the Miami Beach properties.

Characteristics and Skills
A proactive, solutions-oriented mindset, exceptional project management skills, strong leadership skills and a refined understanding of private service environments. Pride in maintaining a well-run home, independently manage a wide range of household responsibilities, and coordinate with vendors, caring for pets, and supporting the family’s ongoing needs with professionalism and discretion.

Key Responsibilities
 Oversee the full operation and maintenance of the main home and guest house
 Manage two housekeepers in scheduling and execution of daily activities
 Manage and supervise all vendors, contractors, and service providers
 Coordinate and oversee routine and preventative maintenance across the property
 Initial troubleshooting systems issues (HVAC, AV, etc) and correct, if possible
 Maintain detailed records of systems, service schedules, warranties, and
inventories
 Ensure the estate is always guest-ready and maintained to a high aesthetic standard
 Assist with project management, including renovations and property improvements
 Monitor budgets, track expenses, and ensure cost-effective operations
 Oversee security systems and ensure overall safety of the property
 Coordinate with household staff and provide support as needed
 Handle seasonal transitions and ensure property readiness year-round

Main Activities

1. Manage two full time housekeepers (schedules, activities/checklists, performance, training and communication)
2. Regular house-checks and helping when needed for cleaning, laundry, ironing, vehicles
3. First responder to system issues – help diagnose, triage and coordinate with vendors

4. Establish and manage interior and exterior cleaning and maintenance checklists and schedules (daily, weekly, monthly, opening, closing, off-
season)
5. Manage vendor performance and, when necessary, vendor evaluation and
selection - Vendors managed approximately 40
6. Obtain, review, approve and forward to CFO vendor quotes/invoices for
one-time and recurring services
7. Hiring seasonal chef when requested
8. Manage one-time maintenance/improvement projects – currently 8 planned or in-process
9. Manage NINES data for property
10. Create bi-monthly report for residence with analysis of budget variances
11. Assist Director of Residences in preparing annual budget
12. Review budget performance and required actions
13. Suggest residence improvement opportunities
14. Manage and stock provisions
15. Manage and stock cleaning supplies, spare parts such as lightbulbs, linens, etc.
16. Manage dog care and occasional dog sitting
17. Obtain any seasonal vehicle parking/beach passes
18. Coordinate art installs/removals with Art consultant
19. Coordinate travel pickup/drop-off with Aviation services and drivers
20. Manage activities for season relocation – clothing, vehicle transfer
21. Vehicle management including running, maintenance and ensuring documentation is current
22. Manage special events which are mostly entertaining. Large events – coordinate with event planner
23. Manage clothing and vehicle seasonal repositioning
24. Weekly AV checks
25. Weekly review and planning meeting with Director of Residences
26. Communicate with principals regarding schedules, issues, etc.