Estate Manager

Estate Manager

New Jersey & Palm Beach, Florida

Position Overvie

wWe are seeking an experienced, highly organized, and service-driven Estate Manager to oversee the operation, maintenance, and long-term management of two luxury private residences located in New Jersey and Palm Beach, Florida. This executive-level position is responsible for operating the estates with the discipline, accountability, and operational excellence of a best-in-class property management organization while delivering the personalized service expected of a luxury private residence. The Estate Manager partners closely with the Family Office, including the Executive Assistant and Family Comptroller, while leading all operational aspects of the estates

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Philosophy of the Ro

leThe purpose of this position is to protect the homeowner's interests while creating an estate operation built on proactive planning, sound business judgment, exceptional service, and continuous improvement. Success is measured by anticipating needs, building systems, holding vendors accountable, and consistently delivering exceptional result

s.
Core Responsibilit

iesEstate Operati

ons· Provide complete operational oversight of both luxury residenc

es.· Maintain each property in a continual state of readiness and exceptional presentati

on.· Conduct routine property inspections and proactively address maintenance, safety, and quality concer

ns.· Develop systems and operating procedures that improve organization, efficiency, and accountabili

ty.
Procurement, Contracts & Vendor Manage

ment· Develop detailed scopes of work and obtain multiple competitive quotations whenever practi

cal.· Perform contractor due diligence including licensing, insurance, references, and qualificati

ons.· Review and negotiate contracts to protect the homeowner's intere

sts.· Hold contractors accountable for workmanship, communication, schedule, cleanliness, and qual

ity.· Manage project documentation, inspections, punch lists, and close-out requireme

nts.
Financial Planning & Budget Coordin

ation· Collaborate with the Family Office to prepare annual operating budgets and capital expenditure p

lans.· Forecast maintenance and capital improvement requirem

ents.· Review invoices for accuracy and contractual compliance before recommending pay

ment.· Coordinate approvals with the Family Office to maintain proper financial cont

rols.· Monitor expenditures against approved bud

gets.
Capital Pr

ojects· Lead maintenance, renovation, and capital improvement projects from planning through compl

etion.· Coordinate architects, designers, engineers, consultants, and contra

ctors.· Ensure projects are completed on time, within budget, and to exceptional stan

dards.
Preventative Main

tenance· Develop annual preventative maintenance sch

edules.· Maintain equipment histories, warranties, and replacement

plans.· Implement proactive maintenance programs to eliminate deferred maint

enance.
Planning & Operational

Systems· Develop annual operating calendars, staff schedules, preventative maintenance schedules, inspection schedules, and seasonal preparatio

n plans.· Track project status, vendor performance, and long-term asset p

lanning.
Estate Readiness & Staff L

eadership· Maintain residences, grounds, vehicles, garages, storage areas, and equipment to luxury s

tandards.· Develop staff schedules, inspect completed work, and establish accoun

tability.
Continuous I

mprovement· Continuously improve organization, efficiency, communication, contractor performance, and the overall ownership e

xperience.
Qua

lifications· Minimum of 10 years of progressively responsible experience managing luxury estates, high-end residential portfolios, luxury hospitality operations, commercial property management, or comparable executive-level

operations.· Demonstrated experience managing multimillion-dollar residential properties and capital improvemen

t projects.· Strong knowledge of residential construction, building systems, preventative maintenance, contract administration, and vendor

management.· Exceptional leadership, organizational, communication, and project managem

ent skills.· High level of integrity, discretion, professionalism, and soun

d judgment.· Ability to travel regularly between New Jersey and Palm Beac

h, Florida.
Compensation &a

mp; BenefitsCompensation will be competitive and commensurate with the successful candidate's experience, qualifications, and demonstrated track record managing luxury estates and complex residential

operations.
We are seeking candidates with a minimum of 10 years of relevant executive-level experience, with preference given to those who have managed multiple luxury residences, significant capital projects, and sophisticated vendor and contractor r

elationships.
A comprehensive compensation package, including salary, performance incentives, benefits, paid time off, and other employment provisions, will be discussed with qualified candidates during the inte

rview proces

• s.
  Our StandardWe are seeking an Estate Manager who operates with an ownership mentality. The successful candidate will build systems that replace reaction with planning, establish accountability across contractors and staff, and ensure both residences are consistently maintained, organized, and ready for occupancy. Every decision should be made in the homeowner's best interest with an unwavering commitment