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

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Family with main residence in Winnetka, Illinois is seeking an experienced, professional, organized and detail oriented full-time estate manager to manage 40,000 square foot residence along with four other residences in Illinois, Michigan and Florida. Typical schedule is on Monday through Friday at hours based on preference of estate manager in order for them to complete their job responsibilities. Flexibility is required to work evenings and weekends when family has events, residences need to be prepared for family and guests arrival and meetings are scheduled with principal(s). Extreme flexibility with scheduling is required for the position. Estate Manager is responsible for overseeing the general operation of five residences, training and managing domestic staff in an environment where everyone is given clear expectations and loves coming to work daily (security, driver, house manager, houseman, housekeepers, private chefs, nannies and baby nurse are employed or will be hired in the coming months when timing is appropriate), collaborative to work directly with principals and domestic employees on a daily basis, assertive, proactive, resourceful, self starter, organized, service focused, kind, professional and capable of maintaining discretion. Candidates must be comfortable working around children and dogs. Staff vehicle is provided for running errands and work related responsibilities. This is a newly created position with a rapidly growing domestic team. Family is open to local candidates and domestic relocations. Start date is flexible for the right candidate.

RESPONSIBILTIES: 

  • Daily walk through of residence to ensure that all systems are functioning properly (walk through of all residences when on-site routinely)

 

  • Manage five residences that are domestically in Illinois, Michigan and Florida

 

  • Create and maintain comprehensive household manuals setting priorities for tasks on daily, weekly, monthly, quarterly and annual basis

 

  • Maintain file systems including those for household operations, warranty manuals, household equipment, invitations, entertainment logs, etc.

 

  • Maintain contacts lists that include family members, vendors, contractors, etc.

 

  • Hire, train and manage domestic employees for residences and supervise the quality of their performance (scheduling review/evaluation annually with each employee)

 

  • Coordinate staff schedules to ensure adequate coverage at all times based on family’s needs

 

  • Assist domestic staff with projects when necessary (e.g., creating a collaborative/team environment)

 

  • Test appliances and home systems (verify security and integrity of properties) including Smart Home technologies. Such testing testing and troubleshooting will include home theatre and AV/IT components through the residences and other structures on all property

 

  • Seasonal opening/closing (e.g., arrange for storage of outdoor furniture at the end of season, oversee home systems adjustments for seasonal utilization, prepare all aspects of household and property for family utilization, etc.)

 

  • Maintain vehicles, take for service appointments and keep accurate records of services completed, gas and wash

 

  • Occasional assistance with dogs (e.g., walk, take to groomer/bath, routine veterinary appointments, etc.)

 

  • Provide hospitality and attend to family and guests needs when visiting

 

  • Manage household schedules and calendars

 

  • Assist with event production for various social and private events (e.g., planning and preparation, scheduling caterer and servers, knowledge of silver service, ensuring flawless execution day of event, etc.)

 

  • Collect quotes/proposals from various vendors and contractors (oversee negotiations, invoices, payments, etc.)

 

  • Schedule home maintenance and repair work along with supervising projects (e.g., vendors, contractors, interior designers, decorators, etc.)

 

  • Handle household bills and administrative duties (e.g., routine meetings with CFO and/or accountant for invoices and payments, filing things in office, etc.)

 

  • Manage household petty cash, proper documentation and submission of house and staff credit card purchases and receipts

 

  • Run errands and perform necessary tasks (e.g., shopping for home supplies, groceries and other requested items)

 

  • House projects and handle things around residences (e.g., receiving deliveries, organizational projects, answering phone calls, sending emails, etc.)

 

  • Schedule meetings with principal(s) as needed to discuss their schedules, travel plans, upcoming events, special projects, etc.

QUALIFICATIONS: 

  • Ability to travel domestically whenever necessary

 

  • Highly organized, detail oriented, proactive, excellent time management, efficient and service focused

 

  • 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

 

  • Professional presentation of self and great personality

 

  • Strong organizational ability to present projects, budgets, lists, bids, quotes, etc. to principals through use of technology

 

  • Ability to develop and maintain solid working relationships with service providers, contractors and vendors

 

  • Ability to work collaboratively with interior designers and oversee interior design projects

 

  • Ability to easily take direction

 

  • Strong ability to communicate and collaborate efficiently and effectively with principals 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

 

  • 5-10+ years of consistent and recent full-time estate manager experience

 

  • 3-4 references from domestic positions

 

  • Ability to complete extensive background checks, motor vehicle checks, drug tests and psychological evaluation

 

  • Comfortable with children and dogs

 

  • Seeking longevity (e.g., 2-5+ year commitment and ideally longer)

 

  • Live a close proximity to family’s main residence in Winnetka, Illinois

COMPENSATION:

  • $200K+ gross annual salary (based on experience and qualifications)

 

  • Health insurance coverage (including dental and vision)

 

  • 401K Plan

 

  • PTO

 

  • Discretionary annual bonus and raise (performance evaluation required)

 

  • MacBook and iPhone are provided (office provided for estate manager at main residence)

 


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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