Full-Time Estate Manager: $200-250K+ and Benefits

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Estate Manager oversees and synchronizes day-to-day residential activities for a prominent family based in Southern Westchester, New York. Estate Manager is responsible for management of the household teams, setting and maintaining service standards, events coordination, and overall family experience within the home. Estate Manager is responsible for ensuring other properties are operated at the same service level as the primary residence when the family is present. This individual partners closely with the facilities manager who oversees all repair and maintenance activities, related vendor supervision, and the grounds team.

Estate Manager possesses a broad range of skills, including extensive operational know-how, strong hospitality skills, and exceptional people leadership skills. Estate Manager has demonstrated experience in effectively running a high-functioning household and creating an exemplary residential environment and experience. This role requires excellent judgment and communication skills, strong emotional intelligence, and superb organizational skills. Estate Manager maintains an environment of strict confidentiality regarding principals, family members, guests, and properties.

This position reports to the Head of Family Office and works closely with Family Office staff, including systems and technology and Human Resources team members. Estate Manager will manage members of the household staff, providing day-to-day supervision of housekeepers, private chefs, servers, any related third party vendors, and the house manager at other properties. Periodic travel to other properties is required.

Schedule is on Monday – Friday at 50+ hours per week. Flexibility is required to work occasional evenings, weekends, and holidays when family has events, residences need to be prepared for family and guests arrival, and meetings are scheduled with principal and/or family office. Estate Manager is required to travel domestically to other residences as needed throughout the year. Candidates must be comfortable working around children and pets. Safe vehicle for transportation is required for position. Family is open to local candidates and domestic relocations. Start date is flexible for the right candidate.

RESPONSIBILTIES: 

  • Household and Experience Management: 

    • Manage seamless functioning of all household operations in support of services 7-days a week
    • Provide day-to-day oversight to ensure the home and its condition is cared for and protected from damage
    • Set and maintain high quality standards and aesthetics throughout the home
    • Develop, compile, and periodically update documentation for all household procedures, processes, and policies
    • Organize and manage household inventories and create/update inventory and related manuals and property guides
    • Ensure successful daily execution of household processes through effective training and supervision of the staff (see below) and performing spot checks throughout the day; multiple times a day walk the property (inside and out) to ensure proper condition
    • Supply management
      • Determine and maintain required inventories of all household supplies
      • Manage acquisition of supplies and materials necessary for effective functionality
    • Partnership and coordination with Facilities Manager on maintenance and repair plans, and condition of the buildings and grounds
    • Event Coordination
      • Conduct planning and setup for events on property
      • Greet and direct guests
      • Periodically execute meal service at dinner parties
    • Maintain a high service experience for the family
      • Proactively identify opportunities to enhance the experience for the family
      • Arrive in advance of family at other properties to ensure readiness
      • Oversee experience for all visitors (family, friends, business associates) including overnight guests
      • Plan and oversee dinner parties and gatherings in partnership with the private chefs
      • Ensure various outdoor venues, including pool terraces and cabana, are set up and ready for use during the season
      • Purchase flowers, arrange and care for interior floral arrangements and plants
  • Residential Staff Supervision:

    • Effectively manage and interact with a well-established team of housekeepers, chefs, server, as well as house manager at other properties
    • Oversee household staff by conducting meticulous daily reviews and spot checks of work completed; provide timely feedback to the staff on improvement areas; monitor their performance
    • Conduct training on the operations of the residence, protocols and policies for working with family, and how to perform responsibilities successfully
    • Run weekly team meetings
    • Participate in annual performance review process in partnership with Family Office HR team members
    • Participate in hiring, evaluation, and termination of household employees
    • Onboard and train new household employees
    • Provide coverage for staff, when necessary; remain flexible to perform any household role at any time
    • Set staff schedules and conduct related coverage planning
    • Ensure the staff operates with an appropriate level of discretion
    • Coordinate travel required by household staff to other properties
    • Partner with house manager at other properties to ensure property is prepared to receive the family and service standards are maintained for the duration of their stay
    • Coordinate with the Principal’s executive assistant and all other household staff
    • Serve as a supportive manager to the household staff
  • Family / Personal Assistance:

    • Overlap with principal on a regular basis to ensure proper communication and coordination of all family needs
    • Complete errands (e.g., household supplies, dry cleaning)
    • Coordinate and track shipments and package returns
    • Provide packing assistance for travel (packing and unpacking)
    • Organize closets according to family standards and preferences
    • Periodically drive family members to appointments if driver is unavailable

QUALIFICATIONS: 

  • Ability to travel domestically to other residences whenever necessary
  • Highly organized, detail oriented, proactive, excellent time management, efficient, and service focused
  • Exceptional grasp of hospitality and service standards
  • Attentive to principals’ preferences and style (intuitive to their needs)
  • Ability to maintain discretion (confidentiality agreement is required)
  • Ability to be discreet with respect for employer’s privacy and protective of the family’s interests at all times
  • Professional presentation of self and great personality
  • Independent worker with a take charge attitude and strong work ethic
  • Strong problem solving skills
  • Highly proactive and able to troubleshoot and resolve potential issues before they become apparent to the family
  • Exceptional project and team supervisory skills, with the ability to multi-task effectively and re-prioritize initiatives throughout the day and week
  • Strong communication skills: ability to develop positive relationships quickly with the family and various team members, family office team, vendors, etc.; ability to communicate effectively and succinctly, knowing when to dive into more details
  • Understanding of the fundamentals of home maintenance and systems
  • Ability to develop and maintain solid working relationships with service providers, contractors, and vendors
  • Strong ability to communicate and collaborate efficiently and effectively with principals, family office, and domestic employees
  • Strong technology skills and experience working with Macintosh and PC
  • Positive attitude and ability to handle residences and staff with ease and calm demeanor
  • Non-Smoker

REQUIREMENTS:

  • Bachelor’s degree
  • 7-10+ years of consistent and recent full-time estate manager experience managing a large and complete residence(s) for UHNW family
  • Safe vehicle for transportation in order to visit all properties and run errands 
  • 3-4+ references from domestic position(s)
  • Ability to complete extensive background checks, motor vehicle checks, drug tests, and psychological evaluation
  • COVID-19 vaccinations
  • COVID-19 testing and antibodies testing
  • Comfortable with children and pets
  • Seeking longevity (e.g., 5-10+ year commitment and ideally longer)
  • Live a close proximity to family’s main residence in Southern Westchester, New York or willingness to relocate within reasonable commute

COMPENSATION:

  • $200-250K+ gross annual salary (based on experience and qualifications)
  • Health insurance coverage family plan (including dental and vision)
  • 401K Plan (No Match)
  • Gas reimbursement (when driving own vehicle for work related responsibilities) 
  • PTO
  • Discretionary annual bonus and raise (performance evaluation required)
  • Laptop and phone provided

 

 

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!

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