Higher Staffing

Estate Manager

New Jersey & Palm Beach, Florida

Position Overview

We are seeking an experienced, highly organized, and service-driven Estate Manager to oversee the operation, maintenance, and long-term management of two luxury private residences located in New Jersey and Palm Beach, Florida. This executive-level position is responsible for operating the estates with the discipline, accountability, and operational excellence of a best-in-class property management organization while delivering the personalized service expected of a luxury private residence. The Estate Manager partners closely with the Family Office, including the Executive Assistant and Family Comptroller, while leading all operational aspects of the estates.

Philosophy of the Role

The purpose of this position is to protect the homeowner's interests while creating an estate operation built on proactive planning, sound business judgment, exceptional service, and continuous improvement. Success is measured by anticipating needs, building systems, holding vendors accountable, and consistently delivering exceptional results.

Core Responsibilities

Estate Operations

·       Provide complete operational oversight of both luxury residences.

·       Maintain each property in a continual state of readiness and exceptional presentation.

·       Conduct routine property inspections and proactively address maintenance, safety, and quality concerns.

·       Develop systems and operating procedures that improve organization, efficiency, and accountability.

Procurement, Contracts & Vendor Management

·       Develop detailed scopes of work and obtain multiple competitive quotations whenever practical.

·       Perform contractor due diligence including licensing, insurance, references, and qualifications.

·       Review and negotiate contracts to protect the homeowner's interests.

·       Hold contractors accountable for workmanship, communication, schedule, cleanliness, and quality.

·       Manage project documentation, inspections, punch lists, and close-out requirements.

Financial Planning & Budget Coordination

·       Collaborate with the Family Office to prepare annual operating budgets and capital expenditure plans.

·       Forecast maintenance and capital improvement requirements.

·       Review invoices for accuracy and contractual compliance before recommending payment.

·       Coordinate approvals with the Family Office to maintain proper financial controls.

·       Monitor expenditures against approved budgets.

Capital Projects

·       Lead maintenance, renovation, and capital improvement projects from planning through completion.

·       Coordinate architects, designers, engineers, consultants, and contractors.

·       Ensure projects are completed on time, within budget, and to exceptional standards.

Preventative Maintenance

·       Develop annual preventative maintenance schedules.

·       Maintain equipment histories, warranties, and replacement plans.

·       Implement proactive maintenance programs to eliminate deferred maintenance.

Planning & Operational Systems

·       Develop annual operating calendars, staff schedules, preventative maintenance schedules, inspection schedules, and seasonal preparation plans.

·       Track project status, vendor performance, and long-term asset planning.

Estate Readiness & Staff Leadership

·       Maintain residences, grounds, vehicles, garages, storage areas, and equipment to luxury standards.

·       Develop staff schedules, inspect completed work, and establish accountability.

Continuous Improvement

·       Continuously improve organization, efficiency, communication, contractor performance, and the overall ownership experience.

Qualifications

·       Minimum of 10 years of progressively responsible experience managing luxury estates, high-end residential portfolios, luxury hospitality operations, commercial property management, or comparable executive-level operations.

·       Demonstrated experience managing multimillion-dollar residential properties and capital improvement projects.

·       Strong knowledge of residential construction, building systems, preventative maintenance, contract administration, and vendor management.

·       Exceptional leadership, organizational, communication, and project management skills.

·       High level of integrity, discretion, professionalism, and sound judgment.

·       Ability to travel regularly between New Jersey and Palm Beach, Florida.

Compensation & Benefits

Compensation will be competitive and commensurate with the successful candidate's experience, qualifications, and demonstrated track record managing luxury estates and complex residential operations.

We are seeking candidates with a minimum of 10 years of relevant executive-level experience, with preference given to those who have managed multiple luxury residences, significant capital projects, and sophisticated vendor and contractor relationships.

A comprehensive compensation package, including salary, performance incentives, benefits, paid time off, and other employment provisions, will be discussed with qualified candidates during the interview process.

Our Standard

• We are seeking an Estate Manager who operates with an ownership mentality. The successful candidate will build systems that replace reaction with planning, establish accountability across contractors and staff, and ensure both residences are consistently maintained, organized, and ready for occupancy. Every decision should be made in the homeowner's best interest with an unwavering commitment to excellence.