Job Description

Position Summary: The Estate Manager ensures and improves the high standards of operations and facility maintenance of a large family and complex properties located in Miami, Florida.

Essential Function and Responsibilities:

• Plan, organize, and communicate all activities related to the Estate
• Provides day to day oversight, point of contact for the Estate activities
  • Principles daily schedules
  • Deliveries/Pickups to property
  • Vendor/Contractor or guests
  • Daily food, entertainment, property events, personal needs
  • Staff schedules and daily to do list
  • Property and household maintenance and cleanliness
  • Travel schedule and driver schedule
  • Household inventory & supplies
• Supervises, delegates and monitors work responsibilities to direct reports
• Creates 24/7 schedules, routines, and systems for staff to ensure all job responsibilities are met
• Manages properties:
  • Analyzes existing landscape and maintenance procedures to ensure that the best practices are in place
  • Ensures that the physical property conditions are routinely checked and evaluated with focus on preventative care
  • Sets routine maintenance schedules for properties
  • Oversees hurricane and emergency preparedness
• Oversees all expenses to ensure best value, incorporating an understanding of the needs and requests of Principles
• Liaison between the staff and principles, right hand person to the Chief of Family
• Creates and maintains budgets for properties and ensures that they are adhered to
• Oversees security on properties
• Partners with corporate events team to coordinate events & travel
• Coordinates with outside vendors, maintaining a vertical list to ensure that everything on the properties is in good working order
• Ensures that policies are understood and observed by staff in the areas of security, confidentiality, interaction with family and guests, expenditures of funds, vehicle use, and job performance
• Complies with company policies and procedures
• Partners with the family to ensure needs are met

Supervisory Responsibilities:

• Supervises and supports a diverse work force
• Sets goals and performance expectations for the team
• Addresses employee and/or elevates to the Management team
• Trains and assists employees
• Manages employees work loads and schedules
• Works within budgetary controls
• Supports the Company’s Safety Programs
• Acts as an ambassador and champion of the company culture, ethics, and values

Performs any other functions and duties assigned and necessary for the smooth and efficient operation of the Principles Estates.

Education & Experience:

• Bachelor’s degree in Business Management or related field
• Five years of experience in property, facility and staff management or an equivalent combination of education, skill, and experience
• Experience using Building Link software as a property management tool is highly valued
• Bilingual in Spanish and English preferred
• Experience managing family business, and/or family properties
• Experience in managing various levels of employees with different educational backgrounds, work style habits and employment histories

Computer/Communication Skills:

• Proficient use of MS Office Products
• Ability to present training topics to small or medium sized groups

• High energy level, comfortable performing multifaceted projects in conjunction with day-to-day tactical activities
• Ability to get along and work with diverse personalities; tactful, mature, flexible
• Proven ability to handle confidential information with integrity and discretion
• Thrives under pressure of deadlines and changing priorities
• Ability to be consistent and remain determined, focused, confident, and in control under pressure
• Prioritizes and models good communication skills; follows up, timely responses, proactive and positive in approach
• Above moderate to high levels in reading comprehension, writing, and speaking in English; active listening; attention to detail; critical thinking; creative problem solving; complex problem solving; and judgment.
• Participative management style—advocate of team concept
• Ability to establish credibility and be decisive—but is able to recognize and support the family preferences and priorities to advance the organization
• Results and people oriented, with judgment to balance other business considerations
• Service oriented, but assertive/persuasive
• Long or odd hours and weekend & holiday coverage as needed
  • Daily schedule will vary with a normal work week of 45-50 hours
  • Weekends and evenings will be needed, frequency will vary depending on staff levels and the needs of the Estate

Travel:

• Local travel
• Travel up to 25%

Physical Requirements and Work Environment:

• Working within a family estate, frequent interruptions and changing priorities, guests & vendors coming and going
• Intense, fast pace working environment
• Home office environment
• Routinely uses standard office equipment such as computers, phones, cameras, photocopiers, and filing cabinets
• Regularly required to talk, walk, stand, bend, twist, reach with hands and arms, stoop kneel and crouch
• Frequently lift, carry, pull, and push up to 10 pounds; occasionally, up to 30 pounds; intermittently; up to 50 pounds
• Good (corrected) eyesight and hand/eye coordination
• Prolonged computer work at a workstation

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