We are helping a loyal and lovely family find an experienced and sophisticated Director of Residences for their 4 homes. This family has had the same staff for 10 plus years! This is the actual job description from the client. If you match all of the required qualifications, please send us your resume along with your salary requirements. heather@thehelpcompany.com
Private family based in Greenwich, CT is seeking an experienced Director of Residences Multi-Property Estates Manager to manage the day-to-day operations, maintenance, and overall management of four homes (CT, MA, FL, and CO) and all family vehicles.
The Director of Residences, a new role, will design and execute an annual plan for the management of the family’s various properties, including creation and close management of budgets; supervision and communication with local property managers and housekeepers at
each residence; and coordination of all vendors and repairs (including scheduling and billing), both inside and outside the residences.
The ideal candidate will bring a proactive, hands-on approach to managing the complex needs of the family’s properties – an excellent manager who is willing to roll up their sleeves when needed. The role requires 8-10 years of experience managing a similar portfolio of
family residences; strong managerial organizational skills; and excellent communication skills. Some familiarity with hospitality is a plus.
The role is based out of Greenwich, CT (candidates must live within a 75-minute commute by car), with travel between properties year-round as needed. The family is seeking candidates interested in a long-term commitment – their other household employees have tenures between 10 and 24 years with the family.
RESPONSIBILITIES:
1. Property Management: Oversee the daily operations and maintenance of four luxury residences and leased family office space. Single point of contact for the family, providing 360 degree oversight for all their property needs.
● Conduct regular property walk-throughs and inspections to address maintenance needs, including utilities, mechanical, and IT systems
○ Supervise local property managers at each residence
○ Coordinate all maintenance, repairs, and renovations
● Develop, implement, and refine comprehensive household systems and maintenance plans, including creation and updating of household manuals
● Maintain complete and accurate records related to repairs and maintenance
● Manage to-do lists, both planned seasonal maintenance and a running list of unplanned maintenance
● Maintain and audit storage inventory, ensuring accuracy and managing item removal
as needed.
● Special attention to storm prep and special seasonal needs
● Properties (quantity, location, usage) subject to change in the years to come
2. Property Readiness: Leading service and taking care of the family’s needs during their stay; primary responsibility for departure checklist.
● Ensure that properties are well-maintained and ready for use, by stocking personal items and placing orders for new supplies as needed
● Oversee housekeeping staff before, during, and after the family’s stay
● Inventory and oversee purchasing of groceries, pantry items, wine alcohol, sundries, toiletries, medication, linens, cookware, tableware, glassware, cleaning supplies, and appliances
● Manage package deliveries, shipments of luggage, and mail collection forwarding
● Assist with arranging ground transportation, as needed
3. Vendor Management: Build and maintain strong relationships with vendors and contractors.
● Seek bids for repairs and maintenance
● Supervision of maintenance, repairs, construction and renovation projects, either personally or through trusted property manager
● Ensure accountability for timely completion of all repairs
● Be willing to help when needed with on the job issues
4. Budget and Financial Management:
● Create detailed budget for each residence
● Audit property manager bills by property
● Identify opportunities to control cost in and out of existing property management contracts for each residence
● Submit invoices to family or family office for vendor payment
● Maintain credit card receipts
5. Communication and Reporting:
● Maintain regular communication with the family
● Updates on each property will include detailed written reports and spreadsheets to summarize, organize, and analyze property operations, maintenance, and financial performance
● Excellent people management skills, especially conflict resolution and the ability to oversee and work well with people of all backgrounds
6. Technology and Systems Management:
● Be familiar with databases and software, including Excel and PowerPoint, for scheduling, budgeting, and reporting purposes
● Be familiar with smart house systems, like Savant
● Ensure all property systems (e.g., wifi, AV, lighting systems, security, cameras) are up to date and regularly monitored
7. Vehicle Management:
● Ensure maintenance, registration, and insurance on the family’s cars and boats
● Assist with provisioning of all vehicles
● Careful attention to storm prep and winterization needs
● Oversee marine storage and cleaning contracts, and ensure timely completion of repairs
8. Miscellaneous:
● Errands: On occasion, help the family (including adult children and grandparents) with personal tasks, including travel arrangements and errands.
● Events: Assist the family with the coordination and planning of events, including receiving deliveries, meeting with vendors, and overseeing on-site execution
● Holiday needs: Coordinate holiday lighting installation (interior and exterior at each property) and Christmas tree set-up and storage; assist with shipping and delivery of vendor and family gifts
● Driving: In rare instances, help with driving the family between properties, airport, NYC, etc.
● Pets: Coordination of boarding of the family’s dogs when they are traveling, including dropping off and picking up at boarding facilities or the vet
● Hospitality: Be comfortable greeting guests and representing the family well with neighbors, vendors, and social guests in and around the home; high “EQ.”
● Collections: Assist with inventory and insurance needs of the family collections (e.g., art)
● Moving: Coordination with moves, furniture deliveries, rug and art installations, etc.
QUALIFICATIONS:
● Minimum 8-10 years professional working experience in estate management or luxury hospitality.
○ Proven ability to manage household staff and operations, as well as an understanding of construction.
○ Proven experience managing external vendors and building strong relationships with vendors and contractors.
● A minimum of a bachelor’s degree, ideally in business administration, real estate, property management, hospitality, or a similar field.
● Must be tech savvy, proficient on smartphone and email, as well as task management software, MS Office, calendars, and spreadsheets
● Superior communication skills, both written and verbal
● Detail-oriented and organized – a great multitasker
● Looking for a long-term role with a multi-generational family
● Bilingual a plus, especially a Spanish speaker
● Exceptional personal attributes
○ Self-starter, proactive, independent worker
○ Friendly, with excellent interpersonal and communication skills to interact with family, staff, vendors, neighbors, and guests
REQUIREMENTS:
● Must live within an easy commute (75 minutes by car) to Greenwich, CT
● Willingness to travel to other properties as needed, including but not limited to Massachusetts, Colorado, Florida, and Indiana
● Flexibility required in working hours, including evenings, weekends, and holidays, to meet the family’s property needs – a 24 7 mindset
● Legally authorized to work in the U.S. and be paid on the books
● Valid driver’s license with clean driving record (boating license is a plus)
● Valid passport for international travel
● Must pass a comprehensive background check and complete 2-3 interviews
● Completion of a Non-Disclosure Agreement
● Stellar references from recent past employers in a similar role
● Tactful, with a high level of discretion, professionalism, and confidentiality
● Utmost integrity, highest personal ethics; a strong moral compass
● Tolerance and respect for others
