ESTATE MANAGER/PROPERTY MANAGER – POTOMAC, MD

Our client is seeking a highly experienced Estate Manager/Property Manager to oversee the operations of three private residences, anchored by the family’s primary estate in Potomac, Maryland. This is a senior, hands-on leadership position for an accomplished private service professional who can take ownership of property operations, household staff, vendors, projects, maintenance, and systems across a multi-residence portfolio.

The candidate will lead an established household team at the primary residence while working closely with the individuals responsible for the family’s additional properties. The successful candidate will bring structure and consistency across the residences, ensure projects and maintenance are followed through to completion, and create systems that allow the properties to operate smoothly without requiring day-to-day involvement from the principals.

The family is looking for someone who is exceptionally organized, proactive, and disciplined about follow-through. The ideal candidate sees what is coming, addresses issues before they become problems, and knows when to make a decision independently and when something genuinely requires the principals’ attention. This is a semi-informal household seeking a polished professional who can provide experienced leadership without bringing unnecessary formality to the family’s day-to-day environment

Responsibilities

Estate and Property Operations

• Oversee day-to-day operations across three private residences, ensuring each property is consistently maintained, organized, and operating to a high standard
• Conduct regular property walkthroughs to proactively identify maintenance needs, repairs, projects, and other areas requiring attention
• Oversee preventative maintenance and ensure property issues are addressed promptly and thoroughly
• Maintain organized systems for tracking maintenance, repairs, projects, vendors, and outstanding items through completion
• Create detailed punch lists and take ownership of ensuring each item is resolved without requiring follow-up from the principals
• Ensure the family’s residences are consistently prepared and operating smoothly
• Travel approximately 10–20% to the family’s additional residences to provide in-person oversight and maintain consistency across properties

Staff Leadership

• Lead, supervise, and coordinate household staff at the primary residence
• Provide clear direction, establish expectations, and ensure accountability and consistent performance
• Coordinate schedules and staffing needs based on household priorities
• Oversee payroll administration utilizing the family’s established payroll service
• Foster a respectful, collaborative, and professional working environment
• Work effectively with the individuals responsible for the family’s additional residences to maintain consistent standards and communication across the portfolio

Vendors, Maintenance and Projects

• Serve as a primary point of contact for outside vendors, contractors, and service providers
• Source and engage qualified vendors as needed and oversee work from initial scope through satisfactory completion
• Ensure repairs, maintenance, and projects are completed correctly, efficiently, and on schedule
• Provide hands-on oversight of renovation, construction, and property improvement projects
• Coordinate contractors, timelines, access, and project details while keeping the principals appropriately informed
• Identify concerns or discrepancies early and ensure they are addressed before becoming larger issues
• Maintain strong vendor relationships while holding outside service providers accountable for quality and performance

Systems and Household Organization

• Develop, maintain, and continuously improve household procedures, SOPs, and house manuals across the residences
• Establish effective systems for tracking maintenance schedules, vendors, projects, property information, and outstanding tasks
• Help evaluate and implement digital tools and technology designed to improve estate and household management
• Maintain clear, accessible property records and documentation
• Look for opportunities to improve efficiency, communication, and consistency across the family’s residences

Entertaining and Household Support

• Provide operational oversight for family entertaining and occasional events
• Coordinate household staff, vendors, and logistics to ensure the residences are properly prepared
• Anticipate household needs before, during, and following family gatherings or events
• Remain flexible and willing to assist with changing household priorities as needed

Qualifications

• Minimum of 8–10+ years of significant private Estate Management or comparable household management experience required
• Demonstrated experience overseeing a substantial private residence and preferably a multi-property portfolio
• Proven experience leading and managing household staff with the ability to establish expectations and maintain accountability
• Strong knowledge of luxury residential operations, preventative maintenance, property systems, and best practices
• Significant experience managing vendors, contractors, repairs, and ongoing property projects
• Experience overseeing renovations, construction, or significant residential improvement projects
• Proven ability to create and maintain SOPs, house manuals, preventative maintenance programs, and household systems
• Highly organized and detail-oriented while maintaining sight of the larger operational picture
• Proactive and forward-thinking, with the ability to anticipate needs and identify potential issues early
• Exceptional follow-through and a strong sense of ownership and accountability
• Confident making independent decisions while exercising sound judgment regarding when to involve the principals
• Tech-savvy and comfortable evaluating, learning, and implementing digital estate management systems
• Responsive and accessible when urgent property or household matters arise
• Professional, discreet, and comfortable working within a semi-informal private household
• Strong written and verbal communication skills
• Valid driver’s license and ability to travel between residences as required
• Authorization to work in the United States
• Excellent professional references

Location: Potomac, Maryland. The Estate Manager will be based primarily at the family’s Potomac residence and will oversee two additional residences located within driving distance. Approximately 10–20% travel to the family’s additional properties is expected.

The family is open to relocation for an exceptional candidate, with relocation assistance to be discussed as appropriate.

Schedule: Full-time, Monday through Friday, 40+ hours per week. Flexibility is required for occasional evenings, weekends, emergencies, unforeseen property matters, and other household needs outside of regular working hours. This is a senior Estate Management position requiring an appropriately responsive and accessible mindset when urgent matters arise.

Compensation and Benefits: $185K-250K (DOE). Full benefits and 401(k) provided. Relocation assistance may be available for an exceptional candidate.

Employment is contingent upon a clear background check and verification of professional employer references

For more information about what we require and to be considered please review: FAQ Candidates