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Household Coordinator

Location: Frisco, Texas (on site)
Hours: Approximately 40 hours per week
Compensation: Based on experience
Setting: Private family residence

Position Summary

We are hiring a Household Coordinator to run the operational systems of a private family residence in Frisco, Texas. This is an execution and systems role, not an errand role. The person in this seat owns vendor management, household calendars, procurement, expense tracking, and the documented processes that keep the home running without the family managing details directly.

The right candidate is precise, methodical, and takes ownership of accuracy. You work from checklists and standards rather than memory. You would rather build a repeatable system once than solve the same problem five times. You are dependable, consistent, and low drama, and you measure your work by whether nothing was missed.

This is a Christian household where faith shapes how the home operates and how decisions are made. Candidates should be comfortable in a faith centered environment and share those values.

Scope of Responsibility

Home systems and vendor management

• Source, schedule, and supervise all household vendors (lawn, pool, cleaning, pest, HVAC, repairs, and specialty trades)
• Verify work quality against agreed scope before approving payment
• Maintain a preventive maintenance calendar with seasonal service dates and warranty records
• Maintain household readiness standards and a written punch list for open items
• Maintain a supplies inventory with reorder thresholds so no essential item runs out

Calendar and family logistics

• Own all household calendars: medical, school, activities, events, travel, and personal appointments
• Maintain a master date tracker for birthdays, anniversaries, holidays, and recurring obligations, including gift planning and lead times
• Build travel itineraries and confirm all bookings, documents, and logistics in advance
• Send reminders and confirmations on a set schedule so nothing depends on last minute recall

Procurement and errands

• Own the grocery system, including recurring lists, Instacart orders, and pantry par levels
• Handle household purchasing, returns, exchanges, and subscription management
• Run local errands as needed, batched and routed efficiently

Administrative and personal support

• Schedule appointments and manage confirmations, reschedules, and follow up
• Screen and route household communication, mail, and deliveries
• Maintain organized digital and physical files for warranties, contracts, receipts, and household records

Expense tracking and stewardship

• Track household spending against category budgets
• Reconcile receipts and invoices, verify charges, and flag discrepancies or overcharges
• Compare pricing and negotiate vendor rates where appropriate
• Operate within spending limits agreed in advance and route anything above those limits for approval

Performance Standards

• Accuracy. Appointments, orders, and vendor bookings are correct and confirmed. Errors are caught before they reach the family.
• Zero surprises. No missed appointments, no lapsed services, no depleted essentials, no unexplained charges.
• Documented systems. Vendor directory, household SOPs, grocery templates, maintenance calendar, and date and gift tracker are built, current, and usable by someone else if needed.
• Reliable reporting. Weekly report submitted on schedule with completed items, open items, and items awaiting approval.
• Discretion. Household information, schedules, and finances are handled confidentially without exception.

First 90 Days

Days 1 to 30: Learn the household's standards, preferences, and current vendors. Document what exists today. Identify gaps and immediate risks.

Days 31 to 60: Build the core systems: vendor directory with contacts and service history, preventive maintenance calendar, supplies inventory with reorder points, grocery templates, and the master date tracker.

Days 61 to 90: Write the household SOPs, establish the weekly reporting rhythm, and transition the household to running on documented process rather than verbal direction.

Reporting Structure and Authority

• Brief weekly check in with the household principals
• Written weekly report covering completed work, pending items, and approvals needed
• Defined spending limits set in advance so routine purchases move without delay and larger expenditures route through approval
• Clear escalation path for urgent issues

Candidate Profile

• Highly organized and detail oriented, with a track record of accuracy under volume
• Systems thinker who documents process rather than working reactively
• Consistent, dependable, and steady; comfortable with routine and repeatable work
• Follows through completely and closes open loops without being asked
• Direct and professional with vendors; able to hold a standard and address poor work without creating conflict
• Discreet and trustworthy with confidential household, family, and financial information
• Fiscally disciplined and conscientious with household funds
• Comfortable operating in a Christian home where faith is central

Required Experience

• Three or more years in household management, personal or executive assistance, estate management, or chief of staff support (five or more preferred)
• Demonstrated experience managing vendors and holding them to scope, schedule, and quality
• Demonstrated experience managing complex, multi person calendars
• Experience tracking budgets and reconciling expenses
• Proficiency building SOPs, trackers, and checklists from scratch
• Working knowledge of standard tools (calendar, spreadsheets, shared documents, task or project software)

Requirements

• Reliable transportation, valid driver's license, and clean driving record
• Ability to run frequent local errands
• Willingness to complete a background check
• Comfort signing a confidentiality agreement