Estate Manager

We are currently looking to hire a Estate Manager to join our embedded team with our client in San Francisco! This is a full-time position, Monday through Friday, hours based upon position needs. Evening and weekend work may be required as job duties demand.

JOB DESCRIPTION

The Estate Manager is an experienced personal service professional overseeing all operational, maintenance, and administrative functions across the Family's private properties and residences in Pacific Heights, Sausalito, and Nicasio. This role serves as the primary on-site liaison for vendors and contractors, directs the housekeeper and gardeners, and manages household errands and day-to-day operations, all with the highest standards of care, discretion, and professionalism in support of the Family's needs.

RESPONSIBILITIES

Preventative & Routine Maintenance 

• Responsible for identifying and troubleshooting maintenance issues.
• Source, coordinate, and schedule all outsourced vendors to repair maintenance, facilities, and grounds issues. Ensure routine preventive maintenance, repairs, and occasional renovation projects are completed. Liaise with shared property maintenance staff and outside vendors as requested.

Support Construction and/or Remodel Projects 

• Support the Family with construction oversight, protocols, and punch lists as requested. Work closely with vendors, designers, general contractors, etc., to keep the Family and Family business office abreast of project progress.

Document Inventories, Property Management & Facilities Systems 

• Build on and refine current documentation systems, including building access, maintenance logs, warranties, inventories, and property operation and maintenance manuals. Develop and maintain emergency preparedness procedures, as requested, including supplies and physical safety protocols to protect occupants and assets.

Personal Driving  

• Transport the principals and family as needed/directed.

Pet Services 

• Exercise the family’s pets as needed. Take pets to the groomer and veterinarian as directed.

AV/IT & Utilities Support 

• Coordinate vendors and service providers to ensure AV/IT and utility systems are consistently in proper working order. Troubleshoot and resolve connectivity issues, etc.

Vehicle Management 

• Coordinate all administration, licensing and registrations, insurance, routine and seasonal maintenance, inspections, detailing, and fueling for all vehicles.

Neighbor Relations

• Represent the Family professionally with neighbors, city officials, and/or others as required, and escalate concerns as appropriate.

Provide On-Site Oversight 

• Supervise local household and property maintenance activities. Facilitate efficiency, maximize performance, provide feedback, and ensure vendor consensus on deliverables and deadlines. Work collaboratively to support the Family's goals and expectations.

Site Access Controls & Security Systems 

• Coordinate site access in accordance with established security protocols.
• Must have a personal car available for possible use. Mileage reimbursements will follow the IRS guidelines.

Physical Demands

• Prolonged standing throughout the day. 
• Must be able to lift up to 20 pounds at times.
• Must be able to move freely about the kitchen space and use kitchen equipment.

REQUIRED QUALIFICATIONS

• Minimum of 5 years of experience in hospitality, private service, or a related field, ideally within an ultra-high-net-worth or luxury environment
• This position requires up to 10% travel to support the Family across multiple properties; advance notice of travel needs may not always be available
• Must be able to legally work in the country where this position is located without visa sponsorship

REQUIRED SKILLS AND ATTRIBUTES

• Extensive experience providing white-glove, personalized service within an ultra-high-net-worth private household setting
• Unwavering discretion and sound judgment when handling sensitive family, property, and financial information
• Exceptional professionalism, polish, and interpersonal skills when interacting with the Family, guests, vendors, and staff
• Proven reliability and a proactive, anticipatory approach to meeting the Family's needs
• Strong vendor and staff management skills, with the ability to direct household personnel (housekeeper, gardeners) and hold outside vendors accountable to high standards
• Excellent organizational skills and the ability to manage multiple properties and priorities simultaneously

• Concentric covers 100% of the premiums for medical, dental and vision plans for employee and dependent coverage. 
• Medical FSA
• Employer-paid insurance: Life, AD&D, STD, LTD
• 401k including employer match & immediate vesting
• Paid leave (vacation, sick)
• Employee Assistance Program for personal needs