Estate Manager Jobs

Estate Manager

Job Type: Full Time (40 hours/week), Non-Exempt/Hourly. Weekend availability required

$135,000 to $156,000+ Full Benefits. DOE.

Non-Exempt/Hourly

Up to 20% performance-based Bonus.

Atherton, California, USA

ABOUT US:

Excellence Services LLC is a professional private-owned company that provides luxury service for an HNW family exclusively. We help our client enjoy their life and encourage employee success.

ROLE AND LOCATION:

Experienced Estate Manager

Atherton, CA

Full-time, Exempt position

Competitive Compensation, and Benefits after 90-day Introductory Period

SUMMARY:

Polished, ultra-discreet Estate Manager who will take full responsibility for the entire property. Must seriously commit to protecting every aspect of the confidentiality of the Principals. The candidate will be proactive, energetic, detail-oriented, and able to anticipate Principals' needs and provide exceptional service in a timely manner. Privacy, discretion, and loyalty are paramount in this position. Qualified candidates can work independently, and can multitask to oversee a myriad of responsibilities and an ever-changing list of priorities.

RESPONSIBILITIES:

• Complete oversight of principal’s home; Create, optimize, and implement the system: protocols, procedures.

• Complete oversight of team: Continously building the team and improving the result output of the team.

• Complete oversight of properties: manage constructions and remodels, maintain property status.

• Contact, screen, propose and oversee vendors. Compare multiple bids, and track the budget.

• Negotiate and manage contracts, supervise work, and review invoices.

• Supervise and coordinate onsite activities and provides a day-to-day direction of onsite staff.

• Prepare realistic plans to address needs and conduct regular walkthroughs and daily checklist.

• Work with, schedule, supervise and upkeep of maintenance schedules for household vendors: HVAC, electrician, plumbing, generator, well systems, etc.

• Supervise construction and renovation projects, from design to coordination of schedules, inspections during various construction phases, monitoring permits, and daily oversight of subcontractors.

• Ensure that the project is executed in accordance with designs, budgets, and schedules; take appropriate action to minimize the impact of deviations.

• Verify estimates based on detailed reviews of proposal specifications.

• Assist the principals in the procurement of design consultant services and administration of design contracts.

• Experience with handling and caring for fine art, fine furniture, and collectibles.

• Knowledgeable working with complex household systems: “smart home” systems, Vantage, HVAC, etc.

• Maintaining seasonal routines and procedures for the household interior and exterior needs: landscaping, window washing, power washing, etc.

• Demonstrate high-end design sensibilities and appreciation of aesthetic quality.

• Daily walk through of property (interior and exterior), ensuring principals aesthetics.

• Review and train staff (concierge-style attitude and discretion are key).

• Set the service standard and the hiring, training and ongoing management of staff required to meet the service needs of the family and property.

• Keep accurate records of all employees such as recruitment, terminations, orientation, training, mentoring, coaching, taxes, compensation, reviews, and supervision.

• Provide weekly and/or monthly schedules for staff: manage vacations and special requests.

• Weekly meetings with staff, task delegation, inspections of work.

• Act as a point of contact and gatekeeper for principals – providing updates on household activity, scheduled maintenance and current state of staff.

• Manage all related financial matters including accounting budgets and payroll for domestic staff.

• Order and maintain personal stock for principals: toiletries, clothes, travel supplies, etc.

• Order and maintain household supply inventories: cleaning supplies, beverages, and snacks, etc.

• Organize, package, ship and receive deliveries and packages for household and principals.

• Manage petty cash: maintain and submit records and receipts.

• Maintain and update household manuals.

• Review and submit vendor invoices for processing.

• Greet guests and provide formal (but comfortable) service during visit.

• Oversee all events and dinner parties, orchestrating staff accordingly.

• Possess a hands-on attitude – providing service when staff or vendors cannot.

• Assist principals with packing for trips.

• Organize luggage of family members and guests for trips, ensuring principals travel needs are met.

• Be available 24/7 for family members; questions, requests or service.

• Handle any special requests, duties or errands.

JOB REQUIREMENTS:

● 4-Year degree from accredited college or university.

● Minimum of 7+ years of relevant experience working in private homes 15,000 sq. ft or larger.

Superior project management skills.

● Excellent Human resources management skills.

● Outstanding references from both current and previous employers. References will be verified.

● Superb command of the English language, both written and oral, is required.

● Understands that the highest levels of confidentiality and discretion are required.

● General understanding of household mechanical systems, appliances, technology and routine maintenance practices of these systems.

● Possesses superior process and time management skills.

● Low key, meticulous, personable character.

● Must be a self-starter.

● Must have excellent interpersonal skills.

● Flexible scheduling with availability to work overtime and weekends as needed. A 24/7 mentality.

● Valid driver’s license with a perfect driving record.

● Legal to work in the United States.

● Able to pass an extensive background check, including criminal and credit checks.

● Covid-19 (with booster if eligible) and Influenza vaccinations are required to be considered for this position.

OUR CORE VALUES:

● Principals’ First: Always put our principals’ needs and interests first.

● Learn from mistakes: Admit mistakes upfront. Learns and grows from mistakes.

● Conscientious: Attention to detail. Finishes duties mindfully, effectively, and promptly.

● Dedication: Shows a deep commitment to the role and the company.

● Accountable: Takes ownership of tasks and completes thorough due diligence.

● Independent: Thinks and acts independently. Able to be self-taught and keep improving.

● Resilience: Never complains or shies away from work. Welcome harsh feedback and can thrive under pressure.

Job Type: Full-time

Pay: $135,000.00 - $156,000.00 per year

Benefits:

• Paid time off
• Health insurance

Schedule:

• Monday to Friday
• 8 hour shift

Ability to commute/relocate:

• Atherton, CA: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person