Amazing opportunity to work for a loyal and lovely couple in Montecito. Their last manager was with them for years and is slowing down. They are looking for a co-manager that will in the end take over! Please read their wish list, and if this coincides with your talent, please apply. They would like someone that has shown loyalty also!
Position Description
Job Summary
The Assistant Estate Manager reports to the Senior Director of Asset Management, and informally reports to the Estate Manager.
Together,the Assistant Estate Manager and Estate Manager oversee, manage, and maintain the
comprehensive operation of two large estates and one smaller staff house. The two will
ensure that the operation of the estates is optimal to safeguard the security, protection
and enjoyment of the Principals, their visitors and guests. The Assistant Estate Manager
works closely with the primary landscaping vendor, as well as with the head of
housekeeping. The Estate Manager has been a long-term contractor for the Principals
and has quite a bit of knowledge to impart.
The Assistant Manager should work to
achieve a steady and organized sharing of knowledge by the Estate Manager to hopefull assume the postion in the future.
Key Responsibilities
Administrative and Management especially overseeing contracts
Create annual operational budgets by October 31 every year and diligently monitor
expenditures through monthly reports
Request and manage the acquisition of major equipment
Initiate insurance claims due to accidents and storm damage
Establish new vendors by setting up independent contractor agreements, obtain
and organize vendor documentation and other account management as necessary
Create, maintain and update property audits, standard operating procedures and
inventories?
Hire and onboard new employees, if needed
Remaining diligent by identifying legal issues and other areas of risk and report to
Senior Director of Asset Management
Oversee 3-4 major VIP events per year, and 5-7 smaller salons per year
Building Maintenance
Perform routine (quarterly and annually) structure inspections; identify areas of
concern and schedule minor and major repairs as needed
Audit property annually for major capital improvements and present proposals to
ownership for consideration
Identify and address safety risks to buildings, grounds, staff, principals and their
guests
Create and maintain preventive maintenance schedules
Maintain inventories of all appliances, mechanicals, and other infrastructure
Manage and prioritize the workflow of Buildings Maintenance Manager
Landscape
Work closely with the landscape vendor to ensure the exterior of the estates are
being kept in pristine condition.
Construction to Design
Act as tangential support for Construction Management team, if needed
Liaise with interior designers on interior-related matters, as needed
Design, engineer, and oversee special projects requested by Principals, as needed
IT AV Security
Monitor all security infrastructure (Nest, monitored security services)
Actively engage on IT infrastructure to troubleshoot when services are down to
improve response speed
Test all IT and AV equipment routinely and just prior to the arrival of Principals and
their guests
Provide IT support for events and guest visits
Public Relations Community Engagement
Cultivate genial relationships with neighbors to foster mutual trust, routinely
meeting with them to hear their concerns
Establish relationships with other Estate Property Managers nearby to facilitate
projects as needed
Skills and ExperienceKnowledge, Skills and Abilities
Extensive experience in running and maintaining luxury homes and or estate
management including the handling and care of furnishings, contents, antiques
and high-end housekeeping standards. Must be familiar with pool and plant care
and various equipment on property associated therewith.
Must have excellent oral and written communication skills and superior skills in
judgement, diplomacy, discretion, and superior skills in interpersonal relations
with a broad range of people including guests, neighbors, vendors and
authorities.
Other essential capabilities include commitment to a strong work ethic, integrity,
and confidentiality.
Must be conversant in Word, Excel, G Suite apps such as Gmail, Calendar, Docs,
etc., and be familiar with budgeting and financial reporting.
Education and Experience
Multiple years of experience in property and high-end estate management
required.
Property management certification s a plus.
This position reports to the Senior Director of Asset Management.Additional Information
Travel: Ability to travel by car within the Properties area.
Working extended hours may be required.
