Estate Manager

About the RoleA private ultra-high-net-worth family seeks an exceptional Estate Manager to oversee and orchestrate the seamless operation of four distinct properties.This is a senior, highly trusted position requiring the discretion of a confidant, the precision of an operator, and the foresight of an executive.Excellence in this role is measured by what the family never notices — frictionless arrivals, perfectly maintained homes, and a household that simply works. The operation must be invisible.Property & Asset ManagementMaintain all four properties at full operational readiness at all timesBuild and execute a preventative maintenance calendar with documented trackingAudit and renegotiate vendor contracts; establish preferred and backup vendor listsOversee rental properties to maximize occupancy and NOI with monthly reportingCatalog all high-value assets (art, jewelry, electronics, furnishings)Maintain organized records of warranties, insurance, service agreementsProactively track and renew all licenses, passports, registrations, and policiesHousehold OperationsEnsure homes are fully prepared before every family arrival (environment, groceries, meals, preferences)Deliver a weekly household status report (property, staff, schedule, expenses)Manage household budget with monthly P&L reconciliationDevelop and maintain a comprehensive Family Preference BibleStaff LeadershipRecruit, onboard, and manage household staff across propertiesBuild travel-based staffing schedules with zero coverage gapsCreate documented SOPs to ensure continuity in your absenceConduct quarterly performance reviews and address issues promptlyTravel & LogisticsManage end-to-end travel logistics (jets, vehicles, property prep, staff briefings)Prepare detailed travel bibles for every tripCoordinate packing, wardrobe, and arrival logistics without day-of surprisesFinancial OversightBuild and manage household operating budget within first 60 daysManage invoices, vendor payments, petty cashDeliver annual financial summary to family CFO/accountantIdentify cost savings and vendor renegotiation opportunities quarterlySecurity, Privacy & WellnessImplement property security protocols and emergency response plansVet all staff and vendors (documented background checks)Coordinate medical logistics, prescriptions, supplementsMaintain household environment aligned with family wellness goalsFamily & Lifestyle SupportOversee school logistics, extracurricular coordination, and carpool systemsManage events, birthdays, school functions end-to-endMaintain children’s spaces consistently stocked and organizedEntertaining & EventsExecute in-home events to a boutique hotel standardMaintain elite vendor relationships (florists, caterers, event partners)Manage guest accommodations and full post-event resetQualifications7–10+ years managing a UHNW private household, celebrity estate, private family office, or luxury hotel GM roleProven experience managing multiple properties simultaneouslyDemonstrated leadership of full household staff teamsExperience managing significant household budgetsMastery of household management systems and reporting toolsAbility to travel and remain on-call as requiredThree verifiable principal references (not HR)Impeccable record of discretionCore CompetenciesAnticipatory mindsetExtreme discretionCalm under pressureDetail-obsessed operatorFinancial accountabilityStrong leadership presenceTech-forward systems thinkerInvisible problem solverAutomatic DisqualifiersNo prior UHNW or equivalent estate management experienceAny breach of confidentiality in previous rolesInability to provide three principal referencesUnwillingness to travel or be on-callNo experience managing multiple properties simultaneously