Estate Manager

Our client is seeking an experienced Estate Manager to oversee the operations, maintenance, staffing, and readiness of their private Miami residences. Based primarily at the family’s new Coral Gables home, this role will also involve regular travel to and oversight of a significant multi-state property portfolio, including multiple residences in California, a large family home in Michigan, and an additional condo in Coconut Grove. The Estate Manager will serve as the primary operational lead responsible for ensuring each property is consistently maintained, fully operational, and prepared to the Principals’ standards while the family is traveling or away from the residences.

This is a high-trust, hands-on leadership role for someone who understands the complexity and discretion required to run significant private homes at the highest level. The Estate Manager will oversee household staff, vendors, preventative maintenance, property systems, inventories, schedules, and ongoing improvements, ensuring each residence is impeccably maintained, fully operational, and always prepared to the Principals’ standards.

The ideal candidate is polished, proactive, highly resourceful, and exceptionally detail-oriented – someone who can seamlessly operate at both a strategic and hands-on level. They are equally comfortable interfacing with Principals, family office representatives, architects, designers, contractors, and senior service providers as they are stepping in personally to ensure the home is running flawlessly day-to-day. This person understands that exceptional estate management lives in the details. They are the type to notice when lighting feels off before a dinner party, catch an issue with climate control before the family arrives, ensure guest rooms are perfectly prepared, troubleshoot a smart home system, restock household essentials, or step in to handle whatever is needed in the moment to maintain the highest standards of readiness and care.

The ideal candidate brings at least 10+ years of residential or estate management experience, ideally within sophisticated private homes or UHNW environments, along with a strong understanding of the unique operational needs of coastal properties, including climate, humidity, storm preparation, landscaping, preventative maintenance, and seasonal upkeep. An established network of trusted local vendors and service providers is highly valued.

Above all, this person takes genuine pride in creating homes that feel effortless, elevated, warm, and impeccably maintained at all times. They are proactive rather than reactive, solutions-oriented rather than rigid, and possess the kind of quiet ownership mentality that defines exceptional private service. They understand that no task is too small when the goal is excellence.

Property Operations & Standards

• • Oversee the daily operations, maintenance, and readiness of the Miami residence.
    Ensure all homes in the portfolio are maintained to the highest standards of cleanliness, functionality, beauty, safety, and preparedness.
    Conduct regular property walks and detailed inspections, identifying issues before they become problems.
    Maintain a deep understanding of all household systems, including HVAC, electrical, plumbing, lighting, AV, security, pool, landscaping, appliances, generators, irrigation, smart home technology, and climate-control systems.
    Develop and manage preventative maintenance schedules across all properties.
    Ensure seasonal, storm, humidity, pest, and climate-related maintenance needs are proactively addressed.
    Prepare homes for Principal arrivals, guest stays, family travel, events, and seasonal transitions.
    Track repairs, warranties, manuals, vendor contacts, service records, and property documentation.
    Create and maintain household manuals, operating procedures, checklists, vendor lists, emergency protocols, and property-specific systems.
    Maintain household inventories, supplies, equipment, tools, keys, access codes, vehicles, and property assets as appropriate.

Staff Leadership & Household Team Management / Vendor & Contractor Management

• Oversee all household operations personnel and external service providers, including housekeepers, groundskeepers, maintenance teams, vendors, contractors, tradespeople, and specialty service providers across the residences.
  Partner closely with the Principals and Personal Assistant on hiring, onboarding, training, scheduling, staffing coverage, and performance management to ensure the homes consistently operate at the highest standards.
  Establish and maintain clear household systems, service standards, routines, checklists, and expectations to support seamless day-to-day operations and an elevated household environment alongside full-time and outsourced staff and vendors.
  Ensure homes are appropriately staffed and fully prepared for Principal arrivals, guest stays, travel schedules, events, and seasonal transitions.
  Serve as a steady, calm, solutions-oriented leader for household staff and vendors, fostering a professional, discreet, respectful, and service-minded culture throughout the properties.
  Build and maintain strong relationships with trusted vendors and develop reliable support networks for additional residences and projects.
  Source, vet, negotiate with, and oversee vendors and contractors while managing proposals, budgets, invoices, scheduling, timelines, and quality control.
  Supervise maintenance, repairs, installations, inspections, deliveries, preventative maintenance, and capital improvement projects to ensure all work is completed to exceptional standards.
  Coordinate closely with architects, designers, builders, landscapers, security teams, project managers, and specialty contractors as needed while ensuring all external partners operate with professionalism, discretion, and respect for the private household environment.

Multi-Property Oversight

• Travel regularly to additional residences, especially California, to inspect properties, coordinate projects, prepare homes, and ensure consistent standards.
  Develop property-specific systems, schedules, and readiness protocols for each residence.
  Coordinate seasonal openings, closings, deep cleans, maintenance visits, vendor walkthroughs, and arrival/departure preparations.
  Ensure each property reflects the same level of care, consistency, and operational excellence.
  Provide updates to Principals, the Senior Personal Assistant, and/or family office regarding property status, priorities, projects, and concerns.

Events, Projects & Systems

• Partner with the Senior Personal Assistant to support family hosting, events, dinners, and gatherings as needed.
  Ensure the home is physically prepared for events, including staffing, cleaning, setup, vendor access, parking/logistics, deliveries, rentals, lighting, climate, and post-event reset.
  Coordinate with chefs, florists, rental companies, valets, security, housekeeping, and event vendors as needed.
  Anticipate household needs before, during, and after events. Step in wherever needed to ensure seamless execution and an elevated guest experience.
  Manage household projects from start to finish, ensuring timelines, budgets, and quality standards are met.
  Create systems that make the homes easier to run, track, maintain, and scale.
  Use technology, apps, spreadsheets, databases, or estate management platforms to track maintenance, inventories, tasks, vendors, warranties, budgets, and household documentation.
  Provide clear updates on open items, repairs, vendor status, project progress, and upcoming needs.
  Identify opportunities to improve operations, reduce friction, and increase efficiency.
  Maintain discretion and professionalism in all documentation and communications.

Qualifications

• Minimum 10+ years of residential and/or estate management or private household management experience supporting sophisticated private homes, family offices, or similarly high-touch environments.
  Proven track record of long-term tenure in private service or high-trust household roles.
  Significant experience managing large private residences and/or multiple properties.
  Strong knowledge of area-specific vendors, service providers, climate considerations, seasonal preparedness,  landscaping, pest control, and maintenance needs.
  Experience supervising housekeepers, maintenance staff, grounds teams, vendors, contractors, and specialty service providers.
  Experience overseeing boats, jet skis, marine vendors, or recreational watercraft maintenance is strongly preferred.
  Strong general knowledge of residential systems, including HVAC, AV, smart home systems, plumbing, electrical, lighting, pools, irrigation, generators, security, and general maintenance.
  Able to manage both high-level operations and hands-on tasks with equal professionalism.
  Excellent judgment, discretion, confidentiality, and emotional intelligence.
  Highly organized, detail-oriented, proactive, and solutions-driven.
  Comfortable working around families with young children and in active, dynamic households.
  Tech-savvy and able to implement systems for tracking, communication, maintenance, inventories, and documentation.
  Calm under pressure and able to adapt to shifting priorities.
  Excellent communication skills and a polished, service-minded presence.
  Valid driver’s license with a clean driving record and the ability to travel regularly between residences, including domestic travel as needed. Candidates must be able to successfully pass an extensive background check, reference checks, and any legally permitted pre-employment screenings. This role requires the ability to routinely lift and move items up to or exceeding 50 pounds, navigate stairs and multi-level properties, and comfortably perform hands-on household tasks associated with maintaining and preparing private residences. Candidates should be comfortable working in both indoor and outdoor environments.

Who You are: 

You are a seasoned estate professional who understands the immense trust and discretion required to support a highly active private family environment. You know how to operate quietly and professionally behind the scenes while keeping countless moving parts running seamlessly—from household operations and vendors to staffing, travel preparation, maintenance, and the evolving needs of a busy family with young children.

You are someone who naturally notices what others miss. You catch the details before they become problems, anticipate needs before they are voiced, and understand how to create homes that feel calm, organized, welcoming, and effortlessly cared for at all times. Whether preparing a residence for a family arrival, coordinating multiple vendors and schedules, managing shifting priorities, or stepping in to solve an issue personally, you approach everything with ownership, professionalism, and care. You are highly capable, deeply discreet, emotionally intelligent, and service-minded. Confidentiality is second nature to you, and you understand the importance of protecting the privacy, routines, relationships, and trust of the family you support. You are calm under pressure, adaptable, resourceful, and comfortable navigating the pace and unpredictability that naturally comes with an active household and multiple residences.

You can operate strategically and independently, but you are never above handling the hands-on details that keep a home running beautifully. You understand the standards and rhythm required in a high-touch private service environment and take genuine pride in creating ease for others. Most importantly, you are looking for a long-term opportunity where you can become a trusted, consistent presence within a family’s life and grow alongside them for years to come.

Schedule:
Typical schedule is Monday–Friday, generally between 8:00 AM–5:00 PM, with flexibility required based on the needs of the household, family travel, events, projects, vendor coordination, and property operations. This role requires a service-minded, adaptable approach, including availability for occasional early mornings, evenings, weekends, and holidays as needed.

Travel:
Regular domestic travel between residences is required, particularly to California properties, averaging approximately 8–12 trips annually depending on family schedules and household needs.

Compensation & Benefits:

Competitive compensation package commensurate with experience
Health, dental and vision
Performance bonus eligibility
3 weeks paid time off
Paid holidays

Please note that due to the nature of private service and household operations, occasional work on weekends and holidays may be required depending on Principal travel, events, household schedules, or operational needs. Flexibility and a team-oriented mindset are essential to success in this role.