Job Description

Private family seeks a highly skilled and proactive Estate Manager to oversee the mechanical and structural operations of their residences, with a strong focus on construction, renovation, and both seasonal and daily maintenance. The family’s main residence is in Southampton with additional properties in Manhattan and Palm Beach. The ideal candidate will be available and able to be at each location based on the needs of the Estate and Family. The successful candidate will be a loyal and dedicated professional who can serve as the family’s General Contractor, overseeing their entire estate portfolio and safeguarding the long-term value and integrity of the properties.

Acting as the Owner’s representative, the Estate Manager will work closely with the Property Manager, overseeing large-scale projects with multiple vendors. The ideal candidate will be highly organized and committed to protecting the long-term value of the properties by advocating for the principals' interests and driving projects to completion on schedule and within budget.

The Estate Manager will possess and demonstrate the ability to communicate efficiently with the family, household staff and external construction teams. Must have strong knowledge of construction process from conception through implementation and the ability to maintain continued analysis of progress and budget throughout the project duration. The successful candidate will demonstrate the ability to proactively identify potential issues before they become costly and maintain high levels of accountability across team members and vendors. Additional responsibilities include, budgeting and forecasting, vendor negotiation, reviewing invoices and contracts. Must be comfortable coordinating closely with designated financial contacts with focus on property investment and appreciation. This candidate will have a “roll up your sleeves” attitude, lead by example and maintain proper discretion and confidentiality. It is expected that this individual has impeccable integrity, treats colleagues with respect and exercises good judgment.

Responsibilities include but are not limited to:

• Provide day-to-day oversight to ensure the homes are cared for, maintained, and protected from damage
• Set and maintain high quality standards and aesthetics throughout the home.
• Develop and maintaining long-term preventive maintenance plans (1, 5, and 10 years)
• Oversee all electrical, mechanical, and structural systems, maintaining detailed records of appliances and systems
• Manage landscaping and routine repairs, identifying larger off-season projects.
• Identify and schedule vendor work to be completed ensuring minimal disruption to the family.
• Develop, compile, and periodically update documentation for all household procedures, processes and policies
• Provide timely responses outside of “regular” business hours.
• Proactively identify needed repairs and maintenance, supervise maintenance and repair work to ensure work is performed in a high-quality manner and problem solve any issues that arise.
• Manage an array of real estate remodels and new construction projects in multiple locations
  • Track key deliverables and outstanding items to make sure projects are completed on schedule and to the family’s expectations.
  • Review of extensive billing packages, proposals and contracts to ensure accuracy.
  • Keep contracts current with consultants, engineers, specialists, etc.
  • Schedule and attend meetings as Owner’s Representative and take notes summarizing key points and deliverables
  • Track COIs across all projects and make sure they are kept current.
  • Able to read and understand architectural, structural, MEP and interior plans and specifications.
  • Hold internal weekly project scheduling, budget review and family directive meetings
• Additional Estate Manager responsibilities and needed and requested by Principal

Requirements:

• Strong command of English language; superb interpersonal communication skills directly with the principals and Property Manager
• A minimum of 10-15 years of experience in the private industry, real estate, project management or similar.
• Bachelor’s degree in real estate, property management, business administration or similar a PLUS.
• Composed, Savvy, Shrewd, Articulate, Transparent, Loyal and Honest
• Technologically savvy and a quick learner of new apps: complete comfort with computers and Internet skills including emails, apps, calendaring programs, Microsoft Office (Outlook, Word & Excel)
• Extensive experience with project management tools (The Nines, Monday.com) with the ability to build out and work from The Nines
• Superb written and oral communication skills; a gift for distilling information into verbal and written formats.
• 24/7 availability, response and action REQUIRED
• Legally able to work within the United States
• Strong Leadership and project management stills
• Exceptional time management and multi-tasking abilities
• Experience in maintaining the families’ confidentiality, safety, security and privacy.

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