Luna - Estate Manager

Bespoke Private Service

Job Description

Luna - Estate Manager

Reports To: The Principals

Work Schedule: Full Time with flexibility

Location: Atherton, CA

Start Date: ASAP

Salary Range: $180,000 - $220,000

Overview

A distinguished private family in Atherton is seeking an exceptional Estate Manager to orchestrate the seamless operation of their residence while providing unparalleled support to the Principals. This multifaceted role demands masterful organizational abilities, innovative problem-solving skills, refined interpersonal aptitude, and strong leadership capabilities to establish and maintain the household culture. The ideal candidate will be a self-directed professional who excels in dynamic settings and can effortlessly manage competing priorities with the utmost discretion and precision.

As a trusted steward of the estate, the Estate Manager will ensure all aspects of daily life unfold flawlessly. Core responsibilities encompass developing comprehensive systems and documentation, supervising household staff, cultivating relationships with premium vendors, maintaining impeccable property standards, managing insurance inventories, coordinating maintenance schedules, facilitating smooth transitions during relocations, implementing effective calendar management systems, curating memorable family events, and attending to personal matters for the Principals. Success in this position requires unwavering confidentiality, remarkable adaptability, and a genuine passion for service excellence. This enduring opportunity is tailored for an individual who naturally embodies a service-oriented philosophy and flourishes in an environment that prizes trust, integrity, and proactive initiative.

The Principals deeply value integrity, empathy, and compassion in their household. They require someone who navigates change with grace, maintains poise during hectic periods, and demonstrates exceptional initiative. The ideal candidate will possess the emotional intelligence to harmonize diverse personalities while intuitively recognizing when additional support is required creating a household atmosphere that is both efficient and nurturing.

Expectations

• Bachelor's Degree or equivalent experience
• Minimum 5 years of experience in estate or household management or a similar role
• Demonstrated leadership abilities with experience setting organizational culture and managing staff
• Strong organizational and multitasking skills with the ability to prioritize effectively
• Experience developing and implementing systems, procedures, and documentation
• Excellent communication skills (both written and verbal) for interactions with principals, staff, and vendors
• High level of discretion, integrity, and confidentiality
• Proficiency in standard productivity software, calendar management systems, and household management tools
• Experience with inventory management systems and insurance documentation
• Knowledge of property maintenance and vendor management best practices
• Ability to anticipate challenges and proactively address them
• Experience managing relocations and new home activations
• Flexible schedule to accommodate the needs of the family
• Genuine service-oriented attitude with a focus on excellence
• Proactive, resourceful, and dependable with a "can-do" attitude and a high degree of accountability
• Good people skills and the ability to work well with a diverse team
• Breadth of experience in comprehensive estate management
• Ability to coordinate packages, handle travel arrangements, and manage logistics

Responsibilities

• Leadership & Staff Management: Set and maintain the household culture by establishing clear expectations, providing mentorship, and fostering a positive work environment. Oversee the daily operations of the home by supervising staff, coordinating schedules, and ensuring the home is clean, organized, and functioning efficiently.
• Systems Development:Build out comprehensive systems and documentation including Standard Operating Procedures (SOPs) for all aspects of estate operations. Create, implement, and maintain manuals that ensure consistency and excellence in service delivery across all household functions.
• Property Oversight & Maintenance: Manage all aspects of property maintenance by scheduling repairs, coordinating with contractors or vendors, and overseeing home improvement projects. Develop and implement preventative maintenance schedules for all property systems and equipment. Ensure all properties are well-maintained by conducting regular walkthroughs and addressing any issues proactively.
• Insurance & Inventory Management: Create and maintain detailed inventories of household assets for insurance purposes. Coordinate with insurance providers to ensure appropriate coverage levels and documentation. Implement inventory tracking systems for household supplies, managing stock levels and procurement.
• Vendor Management: Build and nurture relationships with service providers by negotiating contracts, managing vendor performance, and handling bids for services or projects to ensure high-quality results while maintaining cost efficiency. Create and maintain a comprehensive database of current vendors with detailed performance metrics and contact information.
• New Home Activation & Relocation Support: Facilitate smooth transitions during moves by coordinating logistics, managing timelines, and overseeing all aspects of relocation. Establish systems and processes for new home activation including setting up utilities, security systems, and ensuring all household functions are operational.
• Calendar Management System: Implement and maintain a comprehensive calendar management system that coordinates family schedules, staff rotations, maintenance appointments, and social engagements. Ensure all stakeholders have appropriate access and notifications for relevant calendar items.
• Security Management: Assist with maintaining household security protocols and procedures.

Benefits

• Paid Time Off and Holidays
• Health care stipend or insurance options
• Discretionary Bonus
• 401k
• Dedicated office space for work