Estate Manager – Bellevue, Washington State – PLACED

Estate Manager – Bellevue, Washington State – PLACED

The CEO of this Washington State based Family office is seeking a highly experienced Estate Manager who will take full charge of the operation of three estate properties. The successful candidate has previous experience in very fine homes or hotels and has managed multiple properties. This individual will have oversight or key coordination for household expenditures, service levels, systems, procedures, protocols, maintenance, capital projects and will work closely with the Grounds/Maintenance and Security teams.

The individual will work closely with the family office team to ensure seamless cooperation and efficient flow of information.

This position requires high level of organization, multi-tasking, and determination. Must have a keen eye for detail and be very perceptive. The Estate Manager will need to be providing advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge. The Estate Manager must be reliable and able to work flexible hours and must respect privacy; understanding the need for confidentiality in all areas of work.

The successful individual will use initiative, independent judgment, tact and diplomacy with sensitive, complex, and highly confidential business.

Responsibilities

• Schedule a weekly (or as requested) meeting with the principals to monitor their feedback and personal preferences and communicate those wishes to appropriate staff members
• Provide real time implementation of principal's requests and attention to their personal needs including the needs of the teenage children
• Assume final responsibility for the homes, maintaining orderly operation of staff and systems
• Interface continuously with executive assistant and family office to coordinate projects or topics that involve both home and office
• Work with the Grounds/Maintenance team and house managers to develop and maintain schedule of maintenance and other tasks to be performed on a weekly, monthly, quarterly, semi-annual and annual basis, as well as seasonal tasks. Monitor, schedule and ensure this occurs for each residence
• Liaise with family office as needed to provide information on new asset acquisitions, dispositions and accurate inventory lists for insurance purposes
• Oversee the maintenance and care of the family's vehicles
• Oversee and approve household related expenditures before forwarding to family office for payment
• Assist and work with family office in obtaining approval documentation for large purchases or project expenses as needed
• Serve as a single point of contact between the residence staff and the principals
• Train the staff to implement the highest of standards at all residences
• Demonstrate an "open-door" policy and lead by example. Ensure staff is punctual and attending to their duties as established
• Work with staff members to set priorities for their specific position (daily, weekly, monthly, quarterly and annual duties)
• Review and approve weekly time sheets for staff including overtime where applicable for household staff members
• Coordinate travel (including pick up and drop off) with executive assistant and assist in packing and unpacking for travel
• Coordinates planning and staffing for special events
• Maintain sensitive documents (birth certificates, passports, etc) and coordinate with executive director and family office to provide these as needed
• Ensure easy transitions between residences for both family and staff
• Ensure that homes are properly prepared and ready for the principal’s arrival on an ongoing basis
• Pet Care (setting up vet appointments, walking the dogs on days not trained)

Requirements

• Possess at least 5+ years relevant work experience in a private home or luxury hotel. Bachelor's Degree or higher preferred
• Understands that the utmost in fiduciary duties, confidentiality, collaboration and discretion are required
• Proactive and anticipatory, with a service heart. A flexible self-starter who is willing to pitch in
• Computer literate: thorough working knowledge of MS-Office programs (Word, Excel, Outlook) and Internet
• Superior process, project, and time management skills
• Strong…