Estate Manager

Our Estate Manager will provide management of multiple residential properties across several locations, requiring regular travel between them. The ideal candidate will be a motivated self-starter who is results-driven, highly organized, detail-focused, and has a high level of integrity. Qualified candidates can work independently and can multitask to oversee a myriad of responsibilities and ever-changing list of priorities. Primary responsibilities include overseeing the daily operations of multiple residential properties to ensure they are always guest-ready. This encompasses managing all aspects of interior and exterior maintenance, coordinating groundskeeping, and supervising both domestic staff and third-party vendors. The Estate Manager will also be responsible for monitoring and maintaining mechanical systems, home automation platforms, and network infrastructure, as well as handling administrative and household tasks to support the smooth running of the estate and auxiliary properties. This role will center on elevating the quality of life for the principals through the delivery of exceptional service, effective representation, and prudent stewardship of resources. Responsibilities Property and Asset Management Oversee multiple properties, including primary residences, secondary homes, and investment properties. Manage valuable assets such as fine art, collectibles, vehicles, and more. Ensure properties and assets are well-maintained, secure, and in impeccable condition; possessing a hands-on attitude to provide service when staff or vendors are unable. Oversee routine maintenance, repairs, renovations, and seasonal cleaning schedules through scheduling and supervising vendors including but not limited to: HVAC, electrical, plumbing, generator, water treatment & well systems, AV & lighting, IT services, landscaping, snow removal, window washing, pressure washing, etc. Staff Management Supervise household staff, including housekeepers, property managers, security personnel, gardeners, etc. Train and manage staff to meet the family’s expectations and standards. Coordinate team schedules weekly to ensure the needs of the family are met, considering their frequently changing schedules. Develop and implement a maintenance schedule to ensure the property is in optimal condition and schedules are adhered to. Build an efficient and trustworthy team by properly managing the hiring and separation processes for direct reports. Vendor and Contract Management Establish and maintain relationships with trustworthy and reliable vendors and contractors for specialized services. Negotiate contracts, ensure quality service, and oversee projects to completion. Assist in the procurement of design consultant services and administration of design contracts. Project Management Oversee property improvement projects, renovations, and construction, from design to coordination of schedules, inspections, monitoring permits, and daily oversight of subcontractors. Coordinate with general contractors, architects, landscape architects, designers, engineers, and other professionals to execute projects; conduct weekly meetings to facilitate progress and drive to meet owner expectations. Ensure projects are executed in accordance with designs, budgets, and schedules; taking appropriate action to minimize the impact of deviations or delays. Track and compare project and construction budgets to ensure accuracy and coordinate with family office for processing payments in a timely manner. Network and Home Automation Monitor home networks to ensure it is always working properly and reliably. Perform checks on the various smart home automation platforms to ensure systems are performing as intended. Develop and maintain documentation on automation and smart home features for ease of reference and troubleshooting assistance. Assist with developing more efficient ways of automating and providing an enhanced user experience for the owner by keeping up to speed with new devices and platforms to integrate. Administrative Duties Handle administrative tasks such as recordkeeping, correspondence, and reporting to provide updates on household activities and current state of projects. Develop and maintain household manuals for the homes. Create documents to illustrate various home systems for ease of reference, AV & lighting equipment layout, various IoT hubs and device locations, mesh network switches and AP layout, irrigation & water treatment as-builts, main utility locations, etc. Security and Privacy Implement and maintain rigorous security protocols to protect the family’s privacy and assets. Coordinate with security personnel and ensure alarm systems and surveillance measures are efficient and optimized. Maintain confidentiality and discretion in all matters related to the family’s affairs. Event Planning Collaborate with owners and personal assistants to organize and manage special events, gatherings, and celebrations at family properties. Ensure all details, including catering, entertainment, and logistics, meet the highest standards while also being a good steward of the family’s resources. Job Requirements Minimum of 5+ years of relevant experience working in private homes 8,000 sq. ft or larger Based in New York City, with most NYC responsibilities handled remotely. Requires significant on-site presence at the principal’s other properties, including a consistent presence in the Hamptons through the summer and periodic travel to Miami, FL in the winter (typically 2–3 visits). Must be willing and able to travel between and stay at multiple properties as the principal’s schedule requires. Demonstrate high-end design sensibilities and appreciation of aesthetic quality. Strong work ethic, reliable, punctual, and honest Experience with handling and caring for fine art, fine furniture, and collectibles Knowledgeable working with complex smart home systems and third-party integrations Outstanding references from both current and previous employers Excellent verbal and written communication skills Understands that the highest levels of confidentiality and discretion are required General understanding of household mechanical systems, appliances, technology and routine maintenance practices of these systems Possesses superior process and time management skills Must be a self-starter Must have excellent interpersonal skills Flexible scheduling with availability to work overtime and weekends as needed with a 24/7 mentality Valid driver’s license with a clear driving record Able to pass an extensive background check, including criminal and credit checks #J-18808-Ljbffr