What are the responsibilities and job description for the Property Manager position at Forethoughts Personal Project Management?
Company Description
Forethoughts Personal Project Management (PPM) specializes in providing tailored estate, family, and recruitment management services to busy professionals and high-net-worth families. Our services include recruitment and placement of household staff, estate and household management, vendor coordination, and lifestyle assistance. We take pride in operating with discretion, professionalism, and reliability to help clients focus on what matters most. By offering high-level oversight and personalized support, we create structure and peace of mind for families, estate owners, and private households. Our mission is to act as a trusted partner behind the scenes, ensuring excellence in every detail of our services to simplify our clients' lives.
Role Description
An experienced and hands-on Property Manager is sought to oversee the daily operations and physical maintenance of a private estate for an Ultra-High-Net-Worth (UHNW) family. The ideal candidate will be skilled in property maintenance and troubleshooting, knowledgeable in landscaping and grounds care, and equally comfortable performing high-touch hospitality duties when the principals are in residence or entertaining guests.
This role focuses on facilities management, landscape supervision, and client-focused service, requiring someone proactive, discreet, and service-oriented. You will act as the “eyes and ears” of the estate, ensuring the property is always in top condition, and be the go-to problem solver for everything from minor repairs to overseeing vendors and supporting household events.
Responsibilities include:
- Conduct daily walkthroughs of the interior and exterior of the estate to identify maintenance needs, cleanliness, and safety.
- Perform hands-on troubleshooting and minor repairs across systems including HVAC, plumbing, electrical, appliances, security, and pool/spa
- Maintain preventative maintenance schedules and detailed property logs
- Regular upkeep and oversight of landscaping, irrigation, lighting, and grounds maintenance
- Source, coordinate, supervise, and schedule contractors and vendors for repairs, maintenance, landscaping, servicing, deliveries, and special projects; ensure work quality
- Flag urgent repairs, issues, needs, or scope changes to Director
- Obtain quotes and coordinate access around family schedules
- Maintain preventative maintenance schedules and detailed property logs, tool inventory, supplies, and parts; procure materials as needed
- Ensure optimal functioning of systems (e.g., HVAC, security, AV, water, generator, pool, Crestron Home, Sonos, WiFi)
- Provide on-site support during events or gatherings, including setup, logistics, and hospitality
- Prepare property for guest and family visits, ensure all systems and amenities are fully operational
- Assist with valet coordination, parking, and guest arrival/departure experiences
- Serve as a respectful and professional presence when principals or guests are on site
- Be on call for urgent issues and respond promptly to household emergencies or after-hours needs
- Maintain checklists for room setup, welcome amenities, and guest instructions
- Maintain service records, warranties, vehicles, and inspections
- Collaborate with Executive Housekeeper to ensure seamless property maintenance across all operations
- Maintain procedures and processes and provide input on process improvements
- Support pet care and related services needs
- Reconcile petty cash, credit card expenses and receipt documentation
Qualifications:
- Minimum 5–10 years of experience in a similar role for a UHNW or luxury residential property
- Strong hands-on skills in general repairs, household systems, and vendor management
- Working knowledge of landscaping practices, irrigation systems, and seasonal grounds care
- Excellent communication skills and ability to work directly with principals and high-level guests
- Calm, composed, and solutions-oriented under pressure
- Discreet, trustworthy, reliable, and professional demeanor
- Capable of working independently with minimal supervision, yet highly collaborative and responsive
- Comfortable with tech, smart home systems, maintenance logs, and vendor management software (Asana, Nines, Slack)
- Valid driver’s license and clean driving record
- Legal authorization to work in the United States
- Must be willing to sign a strict nondisclosure agreement (NDA)
Preferred Experience:
- Strong experience with luxury home systems such as Crestron, Sonos, Lutron, Savant and Control4
- Strong experience with Pentair
- Prior experience supporting events, private parties, or guest services in a high-end setting
- Background in property management, facility operations, estate management or hospitality engineering
- Trade certifications or vocational training (e.g., HVAC, plumbing, electrical) are a plus