Estate Manager

Overview

Estate Manager Private Residence • Atherton, California
Full-Time • Long-Term

The Role

A warm, private couple is moving into their first home, a large estate in Atherton, and is looking for an experienced Estate Manager to set up and run the household from the ground up. Both work demanding full-time jobs, and as the first hire for this role, you'll build the systems, vendor network, and team from scratch. They value someone who is professional, discreet, and understands boundaries.


Construction and project management experience is essential. The home has a punch list of fixes to tackle right away, and the right person understands how a large property works, from the mechanical systems to the grounds, and knows how to keep it running well over time. This is a long-term role for someone ready to take ownership of the property and grow with the family as their needs evolve.

The ideal start date is early to mid November so you can be part of the transition from day one.

The Property

• A 12,000 square foot main residence
• Pool house with a kitchen and bedroom
• Just over one acre of grounds
• Possible future expansion, including additional property

Key Responsibilities

1. Move-In & Household Setup

• Lead the initial move-in and transition into the home.
• Document all home systems, including HVAC, electrical, plumbing, pool, irrigation, security, and technology.
• Review existing contracts, warranties, and service agreements.
• Build household operations from scratch, including procedures, calendars, and records.

1. Construction & Project Management

• Review the inspection punch list and coordinate with contractors to complete the work.
• Manage projects end to end, including electrical repairs, installing AC in the pool house, replacing carpet with wood flooring, replacing doors, and testing water quality and installing a filtration system.
• Serve as the owner's representative on all projects, keeping timelines, budgets, and quality on track.
• Prepare for larger projects in the future as the family's plans take shape.

1. Vendor & Staff Management

• Source, vet, and meet with vendors and contractors, building a reliable local network for the property.
• Develop a full vendor list covering maintenance, landscaping, pool, security, and specialty trades.
• Hire and manage household staff, starting with a streamlined team of a part-time housekeeper and chef.
• Oversee gardeners, pool service, security, and other service providers.
• Plan for future hires as the household grows.

1. Ongoing Property Care

• Own the ongoing maintenance and care of the home and grounds. Conduct regular property walkthroughs and flag issues proactively.
• Create and manage a preventative maintenance calendar covering recurring service, inspections, and seasonal work.
• Keep organized records of vendors, service history, warranties, and home systems.

1. Events

• Coordinate small dinner parties and business meetings at the home.
• Support larger celebrations in the future as the family's entertaining grows.

Qualifications

• A minimum of 7+ years of experience as an Estate Manager or Property Manager for a large private residence.
• Strong background in construction and project management, with experience managing contractors and renovation work.
• Solid understanding of how large properties operate, including mechanical systems, grounds, and preventative maintenance.
• An established network of Bay Area vendors and contractors.
• Experience hiring and managing household staff.
• Proficient in Google Workspace, with the ability to move the household onto more advanced platforms over time.
• Legally authorized to work in the US.
• Must be within a commutable distance to Atherton, California.
• Able to undergo an in-depth background check and provide excellent employment references.
• Open to travel if the role requires in the future.

The Right Fit

• Experienced and independent. You can run a property without constant direction and know when to bring decisions to the family.
• A clear communicator. You check in at least once a week and keep the family informed without overwhelming them.
• Organized and detail-oriented. You build systems that work and keep track of the small things.
• Proactive. You spot issues early and come with solutions.
• Professional with good judgment. You understand boundaries and handle sensitive matters with care.
• Discreet. Privacy and confidentiality are essential in this household.
• Warm. You bring a calm, friendly presence to the home and the team.
• A builder. You enjoy setting up something new and growing it alongside the family.

The Package

• $190,000+ annual base salary | depending on experience
• Monthly healthcare stipend for employee
• 20 paid vacation days
• 5 paid sick days
• Year-end discretionary bonus
• Retirement plan

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.