Estate Manager Job Description
High-profile and extremely private family is looking for a meticulous Estate Manager to oversee the upkeep of three estates, and manage household’s logistics. In this role, you will be required to train and supervise staff, interface with vendors, prepare and manage budgets, assist with family bookkeeping, and generally help family stay organized.
Looking for somebody who is highly skilled and experienced with house renovation/maintenance, creation and implementation of organizational systems, tactful but direct communication, money management, thinking outside of the box, and making sure a job is done right. This role is perfect for someone who is capable of being extremely assertive and who is unafraid to ask questions.
Estate Manager Responsibilities:
- House Maintenance
- three homes in the Los Angeles area:
- One family living in
- One renting out
- One currently renovating
- Regular inspections to catch problems before they get bad
- Keeping house in good repair, floor to ceiling
- Mechanical systems: plumbing, HVAC, electric, etc
- Technology: network, WiFi, A/V, etc
- Security: alarm, cameras, etc
- Yards, trees, plants, etc
- Systems to keep clutter minimal and organized
- Surely we’re forgetting something
- Staff Oversight
- Staff includes:
- Assistant who runs errands, groceries, etc
- House cleaners
- Gardeners
- Nanny and babysitters
- Scheduling
- Training
- Day to day feedback
- Performance reviews
- Vendor Management
- Getting multiple bids
- Holding vendors accountable to get the job done right, on time, on budget. This means checking their work and not signing off until the issue is solved in a functional and aesthetically pleasing way.
- Figuring out when vendors are honest and correct, and when they’re not
- Budgets and Bookkeeping
- Collaborate with Family Bookkeeper who will sign off on all transactions
- Organize payment of bills
- Organize payment of staff and vendors
- Co-manage banking, credit cards, etc
- Interface with accountant
- Organize philanthropic giving
- This isn’t wealth management or financial services (don’t worry!) just bookkeeping and logistics
- Administration and Logistics
- Insurance: health, car, house, etc
- Interface with attorneys on contracts, estate planning, etc
- Interface with doctors, dentists, etc
- Managing big purchases (Assistant handles small purchases, groceries, etc)
- Storage units
- Managing family privacy, getting NDAs signed
- Organization and Accountability
- Scheduling family calendar
- Thorough to-do list with deadlines, budgets, blockers, etc
- Regular reports in writing
- Setting cadence of communication, check-in calls, meetings, etc
- Everything should run on a digital collaboration system (EG Notion), cloud based, accessible on all our devices. Minimal printouts, minimal email.
- Communicating efficiently and directly when needing our input
- Filtering as much as possible to keep stuff off of our plate
Estate Manager Requirements:
- Bachelor’s degree in real estate, property management, business administration, or similar
- A minimum of 10 years professional experience, including at least 5 years experience in real estate, project management, or similar
- Great leadership and project management abilities
- Excellent interpersonal and communication skills, balancing extreme assertiveness with consistent respect and professionalism
- Exceptional time management and multitasking abilities
- Extreme discretion and respect for privacy