Estate Manager
California, San Fernando Valley
Posted 10 months ago

Our clients in the west Valley area are seeking an experienced Estate Manager WHO CAN TRAVEL INTERNATIONALLY, and will be responsible for ALL aspects of staff management, household maintenance, working with principals on repairs and upgrades for each house and property as well as personal and confidential tasks for the principals to assist in the smooth running of their home(s).

Managing and Training Household Staff

  • Training, scheduling and daily supervision of all household staff. Review existing employees and make recommendations for improvements/changes, if needed; coordinating days off, payroll and HR-related matters
  • Provide “hands on” training for household staff to maintain a gracious and pleasant lifestyle for the principals and their family (proper etiquette, table service, etc.)
  • Assist principals in evaluating the housekeeping staff, the houseman and outside household vendors.
  • Review standards for household organization and oversee proper maintenance Follow, maintain and update Household Maintenance Standards and Schedules. Ensure that these Standards are uniformly followed by staff.
  • Walk through the property(s) daily to ensure all areas are clean & organized and to observe any inconsistencies or issues with maintenance plans.
  • Train staff on all special maintenance needs of the home

Scheduling and Managing Vendors

  • Liaise and arrange meetings for principals and interior designer if necessary to ensure furnishings, art, linens, accessories, etc. fresh and updated.
  • Ensure proper Linen Care, Cleaning and Laundry Service by the housekeeping staff and vendor
  • Work with Principals on confidential tasks (opening mail, personal requests)
  • Assist principals and event planner in organizing dinner parties and other events.

Managing Household Systems

  • Create a household systems manual with all household information and vendor contacts.
  • Oversee and become knowledgeable about all of the working systems in the house (HVAC, lighting, elevator, gates, generator, control4, kitchen equipment, BBQ, laundry, gym equipment, etc.).
  • Troubleshoot and repair problems as they arise and (if appropriate) schedule and supervise outside vendors.
  • Assist principals with lighting, home integration, security and AV systems. This responsibility includes monitoring and keeping existing systems in working order at all times, interfacing with an outside team of AV project management, installation & service crews as well as working with the homeowners on future upgrades.
  • Gardening: Stay up to date on landscaping duties so that you are familiar with the gardeners’ responsibilities. Walk the property each day before their arrival day to report any problems before their scheduled visit
  • Pool: Same as relating and coordinating with gardeners. Check everyday to make sure pool is clear, has no bugs, algae, or leaves in it. Make sure heater is working as it should. Give Kevin (or whomever is in charge) a heads up if we need an extra cleaning for a party or event.
  • Exterminators: Make sure they show up. Report any bug findings, make sure there are specific problems: bees, termites, silverfish, and spiders are common ones. Be available to supervise and walk through with him bimonthly and coordinate the bi-monthly visits around family schedule. Communicate issue in the same manor as other vendors. If there are any problems that are not resolved effectively, we need to switch vendors.
  • Car Wash & Maintenance: Currently Aaron washes the cars on Tuesday mornings. Schedule weekly car washes and monthly waxes of all three cars. Maintain a permanent maintenance schedule for all automobiles.
  • Water: Make sure we have an appropriate delivery schedule and the right amounts being delivered. Have Sparkletts schedule and contact number available.
  • Household Security: Know how to use all household security systems. Be familiar with alarm, cameras, and gate systems. Know how they work and who vendors are in the case of problems. Introduce yourself and form relationship with these vendors. It is important to keep appropriate confidences in dealing with these systems.
  • Floral /Special Event Decor: work with Hollywood & Vines for special event and holiday installation
  • Arrange Travel Schedules: Help arrange staff travel schedules and communicate with staff. You will coordinate with our travel agent and keep staff apprised of necessary participation or resulting changes.
  • Computer Literate: Be computer literate for email, word, outlook, create mailing and contact lists, and create and print out household calendars and appointments.
  • Coordinating Errands: Work with Perla discuss weekly needs at a daily AM meeting.
  • Weekly Meetings: Conduct weekly meeting with staff to coordinate upcoming week events, employee issues, long-term events, family travel
  • Serving: Make sure we always have staff on hand to serve when we are entertaining and a housekeeper will be required to service meals. For a larger event, hire catering staff.
  • Lights and Lighting system: Be familiar with home lighting system. Coordinate with Houseman to maintain and change bulbs in indoor and exterior lighting. Check all light sources once a week to determine what is burnt out and need replacement. Make sure we are stocked on necessary bulbs. Have contact information for electrician / control4 system.
  • Garbage Collection: Ensure availability of ample trash cans and ensure garbage collector is taking out cans and returning after pickup.
  • Schedules and Calendars: Incorporate vendor, staff and security schedules into master online calendar.
  • Mail/Fed Ex: Handle all outgoing and incoming mail. Make sure we always have postage, Fed Ex and other shipping supplies.
  • Gift Shopping: Assist with personal gift shopping. Keep list of staff birthdays and gifts. Remind principals of upcoming events and check in before making final confirmed gift orders. Keep list of favorite shopping sources
  • Business Manager/Family Office: Review and approve vendor invoicing and send to family office that includes bills, tax related stuff, employee receipts.

Candidates must be local Southern California residents to be considered for this position, and able to travel both domestically and internationally for 2-week to 1-month (or more if needed) with clients.

Salary: $190k per year plus benefits

Schedule: Monday-Friday, work hours TBD, flexibility is key

You must pass a full background and reference check to be eligible for employment

Job Features

Job CategoryClosed Job
Salary190,000 per year

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