Estate Manager

JOB TITLE: EXECUTIVE DIRECTOR OF FACILITIES MANAGEMENT/ESTATE MANAGER

This is a exciting role perfect for a candidate looking for a unique working environment and a dynamic position in an upscale domestic household. This opening will have the candidate working directly for one family providing services overseeing its domestic staff and operations. The job is posted by the attorney for the estate for privacy purposes.

Position Overview

The Executive Director of Facilities Management (EDFM) will be primarily and unfailingly focused on ensuring the satisfaction, comfort, and security of the Clients. The EDFM must be able to independently analyze and manage challenging and non-routine situations and circumstances and must have the ability to grow and adapt along with evolving requirements of the position. The EDFM manages the day-to-day business, personal, and social activities of the Clients; demonstrates the ability to handle confidential information with discretion; prioritizes and handles internal and external mail and correspondence; schedules meetings and maintains (in coordination with the Executive Personal Assistant) daily and long-term calendar, coordinates meetings for the Clients; manages all aspects of Clients’ travel and local transportation requirements; creates and maintains a comprehensive filing system; coordinates Clients’ participation in business as well as community and social activities or events; and works collaboratively with and assists other team members to achieve the mission and goals of the Company.

Essential Functions

1. For Company buildings and residences, the EDFM oversees maintenance, cleaning, and repair of buildings, facilities, grounds, vehicles, and equipment; coordinates assigned activities with other staff, outside vendors and agencies, and guests and invitees of the company.

2. Develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the staff and then selects, trains, motivates, and directs company staff and personnel in a cooperative manner and evaluates and reviews work for conformance with company standards.

3. Develops, with Client input, the annual budget for all company-managed premises and then manages and controls that budget, including tracking and keeping monthly financial books and records.

4. Coordinates and manages communication between the Clients and staff and outside persons and entities, including screening and prioritizing emails, calls, and visitors.

5. Professionally represents Sunrise and the Clients to staff, guests, invitees, as well as outside persons, companies, and agencies; identifies programs, policies, and activities affecting Sunrise; negotiates and resolves significant issues.

6. Travels inter-island as well as abroad with varying frequency in advance to locations where the Clients are to be traveling in order to inspect and evaluate the locations and conditions as well as meet and liaise with hotel (or other accommodation) and staff to ensure communication of and adherence to required conditions, service levels, clients’ dietary requirements and needs, environmental management, and other needs of the Clients.

7. Obtains or coordinates for obtaining proposals for services; evaluates proposals and effectively negotiates contracts and ensures compliance by service providers.

8. Has the ability to exercise discretion, maintain the strictest confidentiality, and exercise the highest professionalism, respecting the privacy of the Clients and their guests.

9. Troubleshoots and fixes issues with phones, tablets, computers, printers/copiers, wi-fi and fiber optic internet, and other devices and systems.

10. Drives Clients to and retrieves them from appointments, the airport, as well as other locations as needed or requested.

11. Coordinates with EPA to book Client business travel and vacations and make and confirm restaurant and other reservations.

12. Assists EPA with shopping (online and in-person, including detailed research of shopping options) and errands, buys gifts, and sends holiday cards as needed.

13. The EDFM also plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of Company staff, including hiring, training, and supervision.

14. Checks on and maintains inventory for the home(s) and office workspaces through coordination with Executive Personal Assistant (EPA) and staff.

15. Can assist Clients with moving and related tasks as needed.

16. Maintains competencies in modern business practices, methods, and electronic equipment, with a focus on hands-on-teaching and training techniques and collaborative, teamwork-based performance by staff.

17. Performs any other requested tasks from the Clients.

Qualifications

1. Possesses a four-year degree in a related field and a minimum of five years of related work experience.

2. Capable of developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for the staff and assigned areas and tasks.

3. Experienced in preparing and administering budgets and allocating resources in an efficient manner.

4. Experienced in planning, organizing, directing, and coordinating the work of staff, vendors, professionals, and other personnel, as well as delegating authority and responsibility where appropriate.

5. Able to think and operate independently and resourcefully within Sunrise guidelines.

6. Possesses exemplary written and verbal communication skills with an emphasis on error-free written skills.

7. Effectively uses and operates QuickBooks, Microsoft productivity suite programs as well as Apple products (Excel and Word most often), Proton/Signal communication software, as well as other standard and typical office software systems.

8. Possesses excellent organizational, leadership, and interpersonal skills.

9. Possesses a valid drivers’ license, clean driving record, and excellent and safe driving habits.

10. Is or can become a notary public.

11. Organizes and prioritizes a multiple projects and tasks in an effective and timely manner; organizes own work, sets priorities, and meets critical deadlines while showing the ability to handle interruptions and unexpected changes to schedules.

Physical and Mental Qualifications

1. Has the ability to work with a consistent and daily positive, can-do attitude and avoid negative behavior, attitude, and body language. Works in a positive and team-oriented manner with staff.

2. Possesses sufficient mobility to easily work in a standard office setting and use standard office equipment, including a computer, and operate a motor vehicle and transition between sedentary and non-sedentary work.

3. Possesses adequate vision to read printed materials and computer screens; hearing and speech to communicate effectively in person and over the telephone; as well as an adequate sense of smell.

4. Capable of frequent walking between and around various areas and on various terrains.

5. Possesses finger dexterity to access, enter, and retrieve data using a keyboard, phone, tablet and/or calculator and to operate standard office equipment.

6. Has the ability to frequently bend, stoop, kneel, reach, push, and pull, as well as open and close items and the ability to effectively and repeatedly push and pull materials and objects (luggage, packages, etc.) weighing up to 50 pounds, and to lift, twist with, and carry objects of around 40 pounds.

7. Has the ability to travel in advance to locations where the Clients are to be traveling, sometimes with short notice and/or with short turnaround (return) timelines, over long distances.

8. Can and will assist in the location and training of a replacement in the event of departure by EDFM.

Job Type: Full-time

Pay: $110,000.00 - $140,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Relocation assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• On call
• Weekends as needed

Ability to Relocate:

• Kapaa, HI 96746: Relocate before starting work (Required)

Work Location: Hybrid remote in Kapaa, HI 96746

Salary : $110,000 - $140,000