Estate Manager

About the Role

A 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 Management

• Maintain all four properties at full operational readiness at all times
• Build and execute a preventative maintenance calendar with documented tracking
• Audit and renegotiate vendor contracts; establish preferred and backup vendor lists
• Oversee rental properties to maximize occupancy and NOI with monthly reporting
• Catalog all high-value assets (art, jewelry, electronics, furnishings)
• Maintain organized records of warranties, insurance, service agreements
• Proactively track and renew all licenses, passports, registrations, and policies

Household Operations

• Ensure 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 reconciliation
• Develop and maintain a comprehensive Family Preference Bible

Staff Leadership

• Recruit, onboard, and manage household staff across properties
• Build travel-based staffing schedules with zero coverage gaps
• Create documented SOPs to ensure continuity in your absence
• Conduct quarterly performance reviews and address issues promptly

Travel & Logistics

• Manage end-to-end travel logistics (jets, vehicles, property prep, staff briefings)
• Prepare detailed travel bibles for every trip
• Coordinate packing, wardrobe, and arrival logistics without day-of surprises

Financial Oversight

• Build and manage household operating budget within first 60 days
• Manage invoices, vendor payments, petty cash
• Deliver annual financial summary to family CFO/accountant
• Identify cost savings and vendor renegotiation opportunities quarterly

Security, Privacy & Wellness

• Implement property security protocols and emergency response plans
• Vet all staff and vendors (documented background checks)
• Coordinate medical logistics, prescriptions, supplements
• Maintain household environment aligned with family wellness goals

Family & Lifestyle Support

• Oversee school logistics, extracurricular coordination, and carpool systems
• Manage events, birthdays, school functions end-to-end
• Maintain children’s spaces consistently stocked and organized

Entertaining & Events

• Execute in-home events to a boutique hotel standard
• Maintain elite vendor relationships (florists, caterers, event partners)
• Manage guest accommodations and full post-event reset

Qualifications

• 7–10+ years managing a UHNW private household, celebrity estate, private family office, or luxury hotel GM role
• Proven experience managing multiple properties simultaneously
• Demonstrated leadership of full household staff teams
• Experience managing significant household budgets
• Mastery of household management systems and reporting tools
• Ability to travel and remain on-call as required
• Three verifiable principal references (not HR)
• Impeccable record of discretion

Core Competencies

• Anticipatory mindset
• Extreme discretion
• Calm under pressure
• Detail-obsessed operator
• Financial accountability
• Strong leadership presence
• Tech-forward systems thinker
• Invisible problem solver

Automatic Disqualifiers

• No prior UHNW or equivalent estate management experience
• Any breach of confidentiality in previous roles
• Inability to provide three principal references
• Unwillingness to travel or be on-call
• No experience managing multiple properties simultaneously