Job Description

Estates Manager

Location: Miami Beach, Florida + Multiple Domestic Properties Across 5 U.S. States

Reports to: Chief of Staff

POSITION OVERVIEW

We are seeking an Estates Manager to lead the property management and personal service infrastructure for our Principal's residential portfolio. This includes a main residence in Miami Beach and several vacation homes across five states.

The Estates Manager will proactively manage staff and vendors to maintain all properties, establish efficient workflows, develop resources, and implement protocols. These efforts will ensure our principals and guests experience maximum privacy, personal safety, and exceptional 5-star service. This role involves overseeing household and property staffing plans, design and construction management, and financial management. A hands-on attitude is essential. 

The Estates Manager will collaborate closely with property managers, household staff, personal and executive assistants, personal valet, chauffeurs, chefs, housekeepers, architects, designers, contractors, AV/IT systems integrators, and other service vendors.

Long-term success in this role requires hands-on experience to accurately assess the scope and nature of repairs, identify potential issues, lead a team of remote property managers, communicate effectively, and consistently meet service expectations.

Reporting directly to the Chief of Staff, this role requires travel to oversee properties, projects, and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Property Management & Maintenance

Preventative Maintenance – Oversee maintenance priorities, preventative maintenance programs, and procedures for all properties and equipment.

Vendor & Supplier Lists – Maintain current and accurate contact lists for suppliers, consultants, and vendors. Ensure service providers are appropriately scheduled and monitored, tasks are performed correctly, and budgets/contracts adhere to all agreements.

Construction Oversight – Oversee the planning and progress of renovation, maintenance, and special projects for all properties to finish. Communicate effectively with architects, builders, designers, consultants, governmental officials, and legal professionals to meet project objectives. Keep the Chief of Staff informed about project progress, issues, schedules, and other relevant information.

Safety & Security – Support the creation and maintenance of disaster preparedness and evacuation procedures, physical safety protocols, emergency contact and medical support, staff/vendor background investigations, and NDA processes to protect occupants and assets.

Move Management & Storage – Coordinate and oversee physical move management processes, including furniture, equipment, AV/IT, and personal effects.

File Management – Maintain files related to residences, employees, vendors, tenants, operations, budgets, finances, inventories, construction, equipment, furniture, maintenance, and repair.

Staff Planning & Travel Coordination – Plan for in-house staff attendance and coordinate staff travel with assistants, preparing residences for principals’ arrival, stay, and departure. Ensure full staff coverage for principals and guests at all times.

Hospitality and Staff Management

Service Delivery – Serve as the primary point of contact for operational concerns for all property managers and home staff. Ensure 5-star level of hospitality service is consistently delivered by the home team to the Principal and guests. Keep the Chief of Staff informed of current operations and project progress through regular reports and updates.

Organizational & Operational Communication – Oversee the properties' organizational standards, charts, and schedules and ensure orderly and meticulous operation in coordination with all respective departments.

Standard Operating Procedures – Develop and oversee the preparation of standardized procedure manuals, direct quality assurance standards, and training programs.

Priority & Staff Scheduling – Work with staff members to set priorities for their specific positions (daily, weekly, monthly, quarterly, annual, and seasonal duties), coordinate work schedules, and manage time-off requests.

Property Advance – Travel as necessary between properties for hands-on oversight of residences, visit readiness, project management, and relationship development with staff/vendors. Coordinate plans for upcoming property activities and oversee arrivals and lodging requirements. Anticipate and respond to the Principals' and Guests’ needs and ensure principals’ standards are met throughout. Ensure that properties are properly prepared and ready for occupancy.

Event Management – Liaise with the Chief of Staff, Special Projects Manager, Admin Assistants, Property, and Household Staff to plan and successfully execute events and entertaining experiences for the principal and guests such as the attendance of music festivals, in-house dinner parties, and travel to concert venues.

Inventory & Documentation Protocols – Support the development of a property and personal services database, including established standards and procedures based on site-specific needs. Assist with the creation and maintenance of digital inventory documentation systems, perform regular quality and condition checks, and establish intuitive working tools and workflows.

Reporting and Communication

Chief of Staff Reporting – Schedule regular meetings with the Chief of Staff to monitor feedback and personal preferences and provide detailed insights into requested areas. Communicate relevant feedback and directives to staff members.

Task Tracking – Ensure that all project, fix-it, and Principal requests are proactively tracked and accurately updated. Leverage technology to streamline communications & processes wherever possible.

Property & Staff Communication – Maintain constant communication with property and household staff and external stakeholders to stay informed of property and residence activities.

Financial & Administrative Responsibilities

Annual Budgeting – Collaborate with the Chief of Staff and Bookkeeper to prepare and track each property's annual operating budget. Create and execute a capital improvement plan per property, establishing priorities, timelines, budgets, and project teams.

Expense Control – Manage household and property-related expenditures and develop systems for proper documentation and oversight of staff's credit card purchases and receipts.

Contract Review & Admin – Provide contract review and escalate to legal review when appropriate. Monitor budgets/contracts and verify adherence to all agreements.

Vendor & Supplier Relationships – Develop strong relationships with vendors and suppliers to ensure premium service delivery and competitive pricing.

QUALIFICATIONS

Education & Experience

• A bachelor's degree or a minimum of ten-plus years of relevant experience or equivalent combination of education and experience managing service delivery within a high-service, action-oriented private household with high accountability levels.
  

• Possess familiarity with elevated design aesthetics and construction practices. Experience with white-glove vendors preferred.
  

• Demonstrated project management experience with capital improvement projects, contract negotiation, and overseeing large groups of vendors, including architects, engineers, consultants, and designers.
  

• Demonstrated experience in maintaining a private employer's confidentiality, safety, security, and privacy.
  

• Finds deep satisfaction from being in service and anticipating needs.
  

• Superb written and oral communication skills; a gift for distilling information into concise verbal and written formats.
  

• Tech-savvy: advanced knowledge of both Google and Apple products with demonstrable proficiency with Google Suite (calendar, drive, sheets, docs, tasks, keep); online video communication software; PM/messaging tools; quick learner of new apps. Knowledge of Trello is a plus.
  

Personal Qualities & Character

• Creative, conscientious problem solver who spends the principals’ money like it's their own.
  

• Discreet individual who can work independently as a leader and executive team member. The successful candidate will be a "self-starter" who can relate well with others in an organized and efficient manner. Must possess a high level of accuracy, attention to detail, and follow-through.
  

• Critical thinker with the ability to exercise judgment, set priorities, and cope with competing demands. Excellent time-management and general organizational skills.
  

• Ability to work closely with employees and vendors and promote a productive and congenial environment.
  

• Ability to accommodate a non-traditional work schedule and remain flexible to meet the Principal’s needs.
  

• Possess a hands-on, "No job too big or too small" attitude and have a strong moral compass and sense of personal integrity.
  

• Unwavering ability to tackle difficult or challenging issues openly, with tact, and candor.
  

ADDITIONAL INFORMATION

• Work location: Will be officed in Miami Beach, Florida with occasional travel to the local, regional, and out-of-state properties.
  

• Salary to $175K+ DOE, with full benefits and relocation assistance.
  

• Verifiable references, thorough background check
  

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