Estate Manager

About the Role A private ultra-high-net-worth family seeks an exceptional Estate Manager to oversee and orchestrate the seamless operation of four distinct properties. This is a senior, highly trusted position requiring the discretion of a confidant, the precision of an operator, and the foresight of an executive. Excellence in this role is measured by what the family never notices — frictionless arrivals, perfectly maintained homes, and a household that simply works. The operation must be invisible. Property & Asset Management
Maintain all four properties at full operational readiness at all times
Build and execute a preventative maintenance calendar with documented tracking
Audit and renegotiate vendor contracts; establish preferred and backup vendor lists
Oversee rental properties to maximize occupancy and NOI with monthly reporting
Catalog all high-value assets (art, jewelry, electronics, furnishings)
Maintain organized records of warranties, insurance, service agreements
Proactively track and renew all licenses, passports, registrations, and policies Household Operations
Ensure homes are fully prepared before every family arrival (environment, groceries, meals, preferences)
Deliver a weekly household status report (property, staff, schedule, expenses)
Manage household budget with monthly P&L reconciliation
Develop and maintain a comprehensive Family Preference Bible Staff Leadership
Recruit, onboard, and manage household staff across properties
Build travel-based staffing schedules with zero coverage gaps
Create documented SOPs to ensure continuity in your absence
Conduct quarterly performance reviews and address issues promptly Travel & Logistics
Manage end-to-end travel logistics (jets, vehicles, property prep, staff briefings)
Prepare detailed travel bibles for every trip
Coordinate packing, wardrobe, and arrival logistics without day-of surprises Financial Oversight
Build and manage household operating budget within first 60 days
Manage invoices, vendor payments, petty cash
Deliver annual financial summary to family CFO/accountant
Identify cost savings and vendor renegotiation opportunities quarterly Security, Privacy & Wellness
Implement property security protocols and emergency response plans
Vet all staff and vendors (documented background checks)
Coordinate medical logistics, prescriptions, supplements
Maintain household environment aligned with family wellness goals Family & Lifestyle Support
Oversee school logistics, extracurricular coordination, and carpool systems
Manage events, birthdays, school functions end-to-end
Maintain children’s spaces consistently stocked and organized Entertaining & Events
Execute in-home events to a boutique hotel standard
Maintain elite vendor relationships (florists, caterers, event partners)
Manage guest accommodations and full post-event reset Qualifications
7–10+ years managing a UHNW private household, celebrity estate, private family office, or luxury hotel GM role
Proven experience managing multiple properties simultaneously
Demonstrated leadership of full household staff teams
Experience managing significant household budgets
Mastery of household management systems and reporting tools
Ability to travel and remain on-call as required
Three verifiable principal references (not HR)
Impeccable record of discretion Core Competencies
Anticipatory mindset
Extreme discretion
Calm under pressure
Detail-obsessed operator
Financial accountability
Strong leadership presence
Tech-forward systems thinker
Invisible problem solver Automatic Disqualifiers
No prior UHNW or equivalent estate management experience
Any breach of confidentiality in previous roles
Inability to provide three principal references
Unwillingness to travel or be on-call
No experience managing multiple properties simultaneously