Estate Manager/Director of Residences/Director of Household Operations – Private Family Office
Our client, a private family office, is seeking a new Full-Time/Permanent Estate Manager/Director of Residences/Director of Household Operations to direct the household operations management for a private family’s residential portfolio, which includes primary residences in NYC, Southampton, NY, and Aspen, CO. This is a new, collaborative, and hands-on position in an evolving single-family office. Candidates must have a minimum of 5-10+ years of experience managing multiple homes in a private household environment with high accountability levels, relevant experience in a personal assistant or estate management type role, or transferable experience in hotel management and a Bachelor’s degree is strongly preferred/required. Ideal candidates should have experience working on the personal side, managing construction projects and household staff, and being aware of what is going on with each home/vehicle/etc., including preparing for the family’s arrival before vacation. This is an on-site role that will require frequent travel to the properties in advance of family travel, for routine check-ins, maintenance, etc. Salary is open depending on experience.
Responsibilities:
- Responsible for creating and maintaining systems and processes that ensure each property is properly managed.
- Manage multiple direct reports, numerous vendors, and contractors supporting household services at all properties, to ensure properties are properly maintained, systems are in good working order, and capital projects are well managed.
- Coordinate with the Principals’ Assistants, outsourced Property Managers, and the rest of the Family Office team.
- Report to the Head of the Family Office but liaise with the Principals as well.
- Develop and maintain manuals, preference logs, procedures, and checklists for each property. Assume responsibility for ensuring each residence has a consistent feel and that all staff understands and executes upon the Principals’ preferences.
- Develop inventory and ordering systems for all household contents and supplies and ensure they are maintained and updated.
- Understand each property’s unique security needs and work with security consultants and Principals (when needed) in ensuring the appropriate systems are maintained as established.
- Address maintenance issues and coordinate with outsourced Property Managers. Create and maintain maintenance logs for all household systems and ensure all systems are properly serviced on a regular basis.
- Maintain all vehicles, ensuring all are serviced at the proper intervals. Ensure all vehicles are cleaned on a regular basis and ready for use as needed.
- Partner with contractors and assist in the planning, setup, organization, and seamless orchestration of small-to large-scale events.
- Serve as the point-of-contact between the residence staff and the Principals. Provide direct supervision of all staff, contractors and vendors as may be required.
- Monitor and proactively manage staffing needs, shortages, or overscheduling. Drive the recruiting and hiring process for the household team. Develop and update training programs for new/existing employees to ensure the highest service standards at all residences.
- Responsible for drafting and/or approving all household staff schedules to support the Principals’ upcoming calendar and ensure appropriate coverage. Responsible for real-time response and coverage of staff absences or illness. Review and remit approved weekly timesheets for household staff.
Required Qualifications:
- Minimum 5-10+ years’ experience in managing a private household environment with high accountability levels, relevant experience in a personal assistant or estate management type role, or transferable experience in hotel management.
- A Bachelor’s degree is strongly preferred/required.
- An understanding in maintaining the confidentiality, safety, security, and privacy of a private employer.
- Preferred experience in managing staff, directing travel, hospitality, event, and entertaining.
- Comfortable with standard Mac computers and Microsoft Office Suite.
- Must have flexibility to travel spontaneously and ability to accommodate a non-traditional work schedule.
- Strong leadership and organizational skills combined with capacity for innovative thinking, adaptability, and situational awareness.
- Excellent communication, observational and interpersonal abilities.
- Ability to transition into additional roles as the need arises.
- Need to be flexible to travel to the residences (especially prior to family arrival) – 1 trip to each residence per quarter and NY and Aspen multiple times for sure – and assist with ad hoc projects as needed.
If you meet the required qualifications and are interested in this role, please apply today.
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