Director, Estate Management

Job Title: Director, Estate Management

Reports to:

Location: New York, NY (UES)

Full job description available

Family Office that engages in the real estate, estate management, property management, philanthropic and non-philanthropic activities of its principals.

Job Summary

The Director of Estate Management (“DESM”) will primarily oversee newly constructed residence in ____-. Working closely with the _____ of the Family Office to execute the private family’s vision for ambiance and high functionality. DESM will oversee the day-to-day operations, mechanicals, systems, security, and household and hospitality. DESM will ensure that the residence is well organized, efficiently run, and impeccably maintained to a high level of care, organization, and protection. The Director will work closely with the designers, architects, and asset (art, décor, etc.) professionals to launch the newly constructed legacy residence to the family’s standards and lifestyle enjoyment.

Reporting to the family office and operating in total synch with the Private Family’s vision, the DESM will lead a team of household staff, vendors, and specialists, ensuring that the residence is run smoothly and professionally with a high level of service and optimum attention and solutions. Experienced and trained in construction, IT/AV, and the latest home technology and security/protection systems.

The Director has exceptional concierge & property management, organizational, interpersonal, and analytic skills and must be able to collaborate, manage, and motivate a team of professionals of different disciplines to achieve the smooth running of the residence. The Director is resourceful, reliable, discreet, responsive, wears many hats, is a stickler for details, enjoys problem-solving, and provides exceptional service to the principals, family, and guests while upholding the utmost respect for boundaries, privacy, and discretion at all times.

Responsibilities include but are not limited to:

Manhattan residence

• Ensure residence and staff set and achieve standard levels, which include security management, maintaining stocked supplies, servicing equipment and machinery, small—to large-scale rubbish removal, and up-to-date estate records and permits.
• Ensure residence develops, documents, and maintains systems, household manuals, and procedures for daily, weekly, monthly, and annual property responsibilities and maintenance checks.
• Ensure a consistent level of maintenance, quality of services, and the overall style, look, and design of the residence so that it meets the expectations of the principals in entirety and with consistency.
• Oversight for the identification, screening, contracting, engagement, and management of household staff, contractors, sub-contractors, and vendors who deliver property services and project support such as for household cleaning – interior and exterior, restoration, design, maintenance, horticulture, and landscaping.
• Develop a network of high-end home maintenance and repair contractors and vendors.
• Planned and executed the complete residence staging and was responsible for all shopping, shipping, storing, moving, and installing furnishings, art, wine, and other installations.
• Ensure project timelines and service levels for all residential projects are being maintained.
• Provide timely updates and reports to the family office and principals regarding service performance, issues, and work in progress.
• Oversight for the property preparation before the Principal/Family and guest arrival. Coordinate with administrative staff to ensure chefs, housekeepers, pet care, and other workers are adequately scheduled.
• Supported planning and execution of large- to small-scale event planning and execution for events on property that directly involved the principals.
• Consistently review details of project budgets and property-level work programs, resolving problems as they arise from the plans and specifications with a 'can-do' attitude.
• Executes the family’s environmentally sensitive goals by ensuring efforts are made to reduce the operational consumption of resources and manage waste through ecologically sensitive practices, and eco-friendly supplies are used in restoration and maintenance.

Staff Management

• Develop high-performing on-site teams and vendors who clearly understand their roles, execute flawlessly, and are highly reliable and responsive.
• Responsible for the hiring, training, development, and ongoing management of staff to meet the household's unique and specific service needs.
• Manage, coach, and mentor property staff, supporting their success and long-term professional development.
• Continue an inclusive management style by sharing the appropriate level of information to empower the team to be effective and influential in their respective focus areas.
• Provide guidance and support to Property staff on matters that require feedback from the Principal or Family Office and use discretion on which issues need the Principal’s direct involvement.
• Approve staff expenses and corporate credit card bills.