Job Description

Job Title: Estate Manager - Miami, USA

We are seeking a highly experienced and detail-oriented Estate Manager to oversee the daily operations of multiple high-end properties. The ideal candidate will be responsible for managing household staff, coordinating maintenance and vendor relationships, and ensuring seamless estate operations. This role requires a proactive leader with exceptional organizational and problem-solving skills who can maintain high standards and anticipate the needs of the estate’s residents.
A key focus of this role will be training and coaching staff to advocate and uphold household behaviours, principles, and expectations, ensuring that all team members understand and align with the client’s desired environment and household culture by establishing clear behavioural expectations and principles. The Estate Manager will help create a well-structured, harmonious, and smoothly run household.
Additionally, this position will oversee the seasonal management of properties that are unoccupied for certain periods, ensuring they receive year-round care and are fully prepared when the family returns for their occupancy.

The Estate Manager will also be responsible for tracking the household inventory, monitoring utilization, managing the home’s finances responsibly, and identifying opportunities to optimize spending while improving quality of life.

Key Responsibilities:

Staff & Household Management:

• Oversee all estate staff, household project managers, housekeepers, chefs, groundskeepers, security personnel, and other service providers
• Develop and maintain staff schedules, ensuring proper coverage and efficiency
• Conduct staff meetings, provide training, and ensure adherence to household standards
• Train staff on expected household behaviours, principles, and personalities, reinforcing a culture of professionalism, discretion, and hospitality
• Establish clear expectations for how staff will act and behave in the household to create a seamless and supportive environment
• Monitor staff performance and conduct performance reviews
• Handle hiring, onboarding, and termination processes as needed.Ensure clear communication and coordination between different estate teams

Property Maintenance & Upkeep:

• Oversee routine and preventative maintenance of the estate, including landscaping, HVAC, electrical, plumbing, and security systems
• Schedule and supervise/delegate responsibility for repairs, renovations, and improvement projects
• Maintain an ongoing property inspection checklist to ensure all areas are in pristine condition
• Develop and implement maintenance schedules for all estate properties
• Work closely with outside contractors to ensure timely and quality service

Seasonal Property Management:

• Oversee or delegate the care and maintenance of properties that are closed for part of the year
• Ensure year-round upkeep, including landscaping, HVAC system checks, pest control, security monitoring, and general maintenance
• Schedule deep cleaning and inspections before the family returns
• Coordinate seasonal staff, ensuring they are available when needed and understand the expectations for reopening the home
• Stock household essentials, ensure all systems are functional, and prepare the residence for full-time occupancy before the family’s arrival
• Develop a reopening and closing checklist for each seasonal property to ensure a seamless transition

Financial Management & Inventory Oversight:

• Track household inventory, ensuring proper utilization and replenishment of supplies, groceries, and essential goods
• Monitor household expenses, maintain detailed financial records, and manage budgets for various estate operations
• Find the best ways to allocate household funds to optimize quality, efficiency, and cost-effectiveness
• Identify areas where the estate can improve fiscal responsibility while maintaining the highest standards of service and comfort
• Analyse vendor contracts and spending habits, suggesting alternatives that provide better value or service
• Offer strategic input on areas that could improve the family’s quality of life, including vendor recommendations, staffing adjustments, and operational refinements
• Work closely with financial advisors or accountants to ensure responsible fiscal management of the home

Vendor & Contractor Management:

• Identify, hire, and manage vendors and service providers, ensuring high-quality performance and cost-effectiveness
• Oversee vendor contracts, negotiations, and renewals
• Ensure timely follow-ups and completion of vendor-related tasks
• Coordinate deliveries, installations, and service appointments

Estate Operations & Administrative Responsibilities:

• Develop and maintain Standard Operating Procedures (SOPs) for estate management
• Maintain accurate records of estate inventory, supplies, and assets
• Handle procurement of household and office supplies
• Ensure compliance with estate policies, security protocols, and privacy measures

Project & Event Management:

• Oversee special estate projects, renovations, and seasonal property transitions
• Plan and coordinate private events, ensuring seamless execution
• Manage guest accommodations and hospitality services for visitors

Technology & Security Management:

• Work closely with security teams to ensure safety protocols are in place and regularly updated
• Manage and maintain estate automation systems, security systems, and technology infrastructure
• Troubleshoot any technical or operational issues that arise within the estate

Ideal Candidate Qualities:

• Highly organized, detail-oriented, and proactive in problem-solving
• Strong leadership and interpersonal skills with the ability to manage and train a diverse team
• Excellent communication skills, both written and verbal
• Ability to multitask and work efficiently under pressure
• Discretion, professionalism, and ability to maintain confidentiality
• Strong negotiation skills for vendor and contract management
• A deep understanding of high-end household operations and a commitment to excellence
• Financially savvy with experience in budgeting, cost analysis, and responsible spending practices

Requirements:

• Due to cultural reasons, we are only accepting female candidates
• US Citizen or green card/visa with the ability to work in the US
• Experienced in maintaining a kosher household
• Previous experience as an Estate Manager, Property/Hotel Manager, or in a similar high-level household management role
• Proven experience managing and training staff to maintain an efficient, high-functioning household
• Strong knowledge of property maintenance, vendor management, and event coordination
• Experience developing and enforcing behavioural expectations within a professional home setting
• Experience in financial tracking, budget management, and expense optimization
• Proficiency in estate management software and budgeting tools
• Valid driver’s license and ability to travel between estate locations as needed
• Flexibility to work evenings, weekends, and holidays as required

Salary: $200,000-$240,000 DOE

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