Estate Manager

About the CompanyA private family seeks an experienced Estate Manager to serve as the single point of accountability for all household, property, travel, and lifestyle operations across the family's residence(s). This is a senior, trust-first role. The Estate Manager is the person the Principals rely on to make the home run without being asked—anticipating needs, resolving issues before they surface, and maintaining a consistently high standard of care, presentation, and discretion.Work is accomplished either directly by the Estate Manager or through a vendor network that the Estate Manager builds, manages, and holds accountable. Vendor management is therefore the central operating skill in this role. The position blends executive-level operations with hands-on presence. You will build and maintain the systems—household manual, preventive maintenance calendar, vendor roster, inventories, budget—that keep the estate running predictably, while remaining a daily physical presence on the property.This is a family home with school-age and high-school-age children. The role does not include childcare. It does include coordinating household and travel logistics around the family's rhythms— school calendars, activities, and the pace of a household with kids in it. Confidentiality is a condition of the role. The Estate Manager will have access to the family's homes, schedules, finances, relationships, and private matters. Discretion is the foundation of the position.About the RoleThe Estate Manager is responsible for overseeing all household, property, travel, and lifestyle operations, ensuring everything runs smoothly and efficiently.ResponsibilitiesOwn daily operations across all residences: opening/closing routines, inspections, cleanliness, presentation, and readiness for family and guest useConduct routine property walkthroughs; proactively identify and resolve maintenance, safety, and aesthetic issues before they become disruptionsBuild and maintain preventative maintenance schedules for all building systems (HVAC, plumbing, electrical, roofing, pool/water features, landscaping, generators, security)Maintain readiness of vehicles, equipment, and outbuildings, including service schedules, registrations, and detailingHandle hands-on upkeep directly where practical— minor repairs, resets, organization, deliveries, seasonal changeovers— rather than routing every task to a vendorProvide on-call response for property emergencies, coordinating trades, insurance, and remediation with minimal disruption to the familySource, vet, negotiate, and manage all vendors, contractors, and service providers across trades, grounds, housekeeping services, A/V and technology, pool, pest, security systems, and specialty careOwn service contracts, scopes of work, scheduling, pricing, and quality inspections; hold vendors accountable to standards and renegotiate or replace when they slipMaintain current insurance certificates, licensing, and background clearance records for every vendor with property accessSchedule and sequence vendor work to minimize disruption to the family, particularly around school schedules, travel, and eventsEscort and supervise all outside personnel on property; enforce confidentiality, access, and conduct protocols with every vendor and crewBuild redundancy— a second option for every critical trade — so a single vendor failure never becomes a household emergencyManage household operating budgets; track and code expenses, reconcile statements, and report to the Principals or family officeReview, approve, and process vendor invoices; validate work performed against scope before paymentIdentify cost savings and negotiate contracts without compromising standardsMaintain household purchasing, inventories, and provisioning aligned to the Principals' documented preferencesPlan and manage domestic and international travel for the Principals and children: itineraries, private and commercial aviation, ground transportation, lodging, and documentationMaintain passports, visas, Global Entry, and travel records for all family members, tracking expiration dates well in advancePrepare residences for departure and return; coordinate advance work at destination properties or accommodationsManage packing, shipping, and logistics of luggage, equipment, and household items in transitProvide real-time support during travel— schedule changes, delays, and issues resolved remotelyCoordinate vendor access, deliveries, and property security during periods when the family is awayTravel with or ahead of the family as needed for property setup and on-site supportManage household and family calendars, appointments, and logistics, including coordination around school calendars and children's activitiesPlan and execute private events and gatherings—from family celebrations to larger functions—including menus, vendors, décor, and day-of oversightProvide personal assistant support: errands, purchasing, gifting, appointments, correspondence, returns, and special requestsEnsure the home is set up appropriately for the family and their guests, coordinating property needs tied to the children's activities and schedulesCoordinate care of pets, collections, art, and fine furnishingsAuthor and maintain a comprehensive household operations manual covering procedures, preferences, vendor contacts, systems documentation, warranties, and emergency protocolsAdminister smart home and estate technology (lighting, A/V, climate, irrigation, access control, cameras, networks) and serve as first-line troubleshooting before escalating to integratorsMaintain digital inventories and records for assets, wine, art, equipment, and household goodsCoordinate with monitored alarm services, access control, and camera vendors; manage codes, credentials, and access listsEnforce access control, guest protocols, and privacy standards across all properties and with every vendor on siteMaintain strict confidentiality regarding the family, their children, their guests, their homes, and their affairs— during and after employmentExercise sound judgment with sensitive matters and never discuss the Principals' business outside authorized channelsQualifications8+ years in private service, estate management, luxury hospitality, or comparable high-touch operations, including direct experience serving high-net-worth or ultra-high-net-worth principalsDemonstrated ability to run a household through a vendor network rather than a staff of direct reportsProven vendor and contractor management, including sourcing, negotiating, and holding service contracts accountableExperience owning an operating budget with expense tracking and reporting accountabilityExperience coordinating complex domestic and international travel for a principal or familyWorking knowledge of residential systems (electrical, plumbing, HVAC, structural, landscape)Comfort with smart home and estate technology (e.g., Lutron, Crestron, Control4, Savant, networked security and A/V)Experience working in a family home with children, with sound judgment about privacy, safety, and household rhythmProficiency with Microsoft 365 and/or Google WorkspaceImpeccable professional references, verifiable work history, and successful completion of a comprehensive background checkValid driver's license with clean driving record; valid passport with ability to travel on short noticeA demonstrated track record of discretion in private households