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Estate Operations Coordinator

Stackhouse Development
Durham, NC Full Time
POSTED ON 3/4/2025
AVAILABLE BEFORE 6/4/2025

Estate Operations Coordinator

Location : RTP, North Carolina (On-site ~4 days / week)

Compensation : Competitive salary, healthcare, 401K, and growth opportunities

Employment Type : Full-time, Long-term

About the Role :

We are seeking a highly capable Estate Operations Coordinator to support the management of luxury estate homes in both the U.S. and the Caribbean. This is a newly created, hands-on position designed for a self-starter who is discreet, organized, and tenacious, with a strong ability to manage high-end rental properties, personal property needs, and administrative tasks for two busy executives, while reporting to the Director of Talent.

The ideal candidate will have experience managing multiple remote vacation properties, strong problem-solving skills, and the ability to handle personal and executive assistant responsibilities. This is a long-term opportunity to grow with a dynamic and expanding company.

Key Responsibilities :

Luxury Property & Vacation Rental Management (30%)

  • Manage VRBO and short-term rental bookings for three luxury vacation homes in the Caribbean.
  • Ensure seamless guest experiences, handle booking logistics, and coordinate guest communications.
  • Work closely with on-island property management and staff to maintain property quality and service standards.
  • Assist in tracking expenses, processing payments, and managing household and property-related bills.
  • Monitor rental performance, analyze data, and implement strategies to increase profitability.
  • Work closely with vendors, property managers, and executives to ensure financial accuracy and cost efficiency.
  • Support financial reporting, budgeting, and cost-saving initiatives.

Executive and Personal Support (30%)

  • Manage and maintain executive residences in North Carolina, ensuring seamless operations.
  • Oversee vendors, maintenance, landscaping, and renovations as needed.
  • Assist with household organization, scheduling, and personal property logistics.
  • Serve as a trusted personal assistant for high-level executive needs.
  • Handle high-level customer service issues (e.g., refunds, exchanges, negotiating household bills).
  • Run local errands, including DMV visits, shopping, and administrative tasks.
  • Provide light bookkeeping support, including expense tracking and bill management.
  • Manage appointments and administrative duties to support the executives.

    • Support for the Director of Talent (40%)

  • Assist with day-to-day property management tasks to support company operations.
  • Provide organizational and administrative support to enhance efficiency.
  • Help coordinate projects, research, and additional assignments as needed.

    • What We’re Looking For :

  • Proven experience managing multiple luxury estate homes or vacation rental properties.
  • Strong project management skills with the ability to oversee multiple locations.
  • Discretion and professionalism when handling sensitive personal and business matters.
  • Ability to independently solve problems and persist until issues are fully resolved.
  • Strong negotiation skills for handling vendor relations and cost-saving opportunities.
  • A proactive and hands-on approach—someone who thrives in a high-energy, problem-solving environment.
  • Willingness to drive locally for errands and property visits.

    • Additional Details :

  • This is a hands-on on-site role (~4 days / week in RTP, NC) with some travel required.
  • Competitive salary and benefits package including healthcare, 401K, and long-term career growth opportunities.
  • We are looking for someone in the 95th percentile of their field who is committed to a long tenure and eager to grow within our expanding company.

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