Manager, Estate Operations

We are currently helping our client, a high net-worth family office, with their search for a Manager, Estate Operations for a private residence located in Washington, DC. 

This position is responsible for the management of estate operations in DC, the principal’s primary residence, with a particular focus on managing the household team and facilities/maintenance. In collaboration with the principal’s executive office team and other departments, this position is accountable for protecting, maintaining, and enhancing the value of the principal’s personal property which includes the DC Estate and supporting office while also providing direct/indirect hospitality support for the principal (and their guests). The goal is to maintain the physical assets in peak condition and deliver services at the highest level while constantly identifying opportunities for cost saving, which can be leveraged, and in alignment with the company’s financial and operational goals. This role regularly represents the principals to the community and vendors, and requires diplomacy, tact and discretion.

Core Responsibilities:

To perform this job successfully, an individual must be able to perform each responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the core responsibilities.

• Develop and implement procedures and controls to ensure communication and adequate information flow within the property estate management organization and across the organization.
• Ensure the physical property is always prepared and in pristine conditions inside and out including managing the house’s work, landscaping, pool, and aquarium vendors.
• Oversee all facilities maintenance activity associated with an extremely high-end residential environment that is supported with commercial systems. It is specifically responsible for the management of the maintenance of the mechanical, electrical, HVAC, DDC, plumbing, fire/life safety systems at the DC estate and support office but will also help support the team at other principal residences as needed.
• Daily unforeseen emergency project support for General Contractors working at all sites referenced above.
• Evaluate the financial impacts of overall operations regularly and systematically and report these results to management.
• Prepare reports, summarize findings and make recommendations for maintenance, repairs, and changes in operational procedures, and purchase requirements, and submit reports to management.
• Visually check physical structures and all surroundings to identify the degree of maintenance required. Plan, supervise, and coordinate the maintenance of all work performed on the property.
• Negotiate all contracts and procure top-notch third-party vendors. Oversee all property work, maintenance and assigned projects, and ensure work is executed at a high quality, on time, and within budget.
• Partner and collaborate with many departments across the organization to ensure Principals’ requests for new or upgraded items and/or services are delivered in a timely fashion.
• Develop specifications and continually evaluate service needs and performance in all areas of maintenance and management. Constantly strive for improvements in work process and results to better meet principal’s expectations.
• Collaborate extensively with internal subject matter experts to achieve desired outcomes based on Principal preferences and requests. Create a close partnership with onsite partners (i.e. Household Manager) to support their goals in hospitality management and other support areas.
• Maintain a network of emergency services and creates procedures for use in the event of accidents, fires, or other emergencies. Serve as the Emergency contact (24/7) for both Police and Fire personnel in the event of an emergency.
• Supervise, direct, and/or act as liaison for the staff of all vendor services on the property which may include, but not limited to, staff for events, housekeeping, landscaping, and facilities, vehicle and equipment maintenance.
• Forecast and manage replacement of major capital expense items including HVAC system, roof systems, parking lot surfaces, etc., in partnership with the Facilities and Real Estate department.
• Manage and supervise all small- or large-scale projects and work done on the estate with a high attention to detail. Proactively identify and resolve areas requiring attention.
• Plan and schedule major or minor cleaning projects to include floors, carpets, area rugs, furniture, window treatments, appliances, light fixtures, windows, etc.
• Responsible for scheduling preventative maintenance of all estate land and/or marine vehicles, equipment, and tools.
• Help to keep, maintain, and provide guest visit records and preference changes.
• Ensure that the responsibilities, authorities, and accountability of all vendors are defined and understood and that invoicing, and proposals are correct and managed to budget.
• Monitor vendor security clearances and levels including NDA’s, BI’s and SI’s to ensure level of security matches required access to areas of property.

Supervisory Responsibilities:

• Directly manages one or more employees and will make recommendations on employment actions such as hiring, and termination. Will also oversee the work of contract staff and/or vendors.

Budget Responsibilities:

• Develops and manages a budget for the DC Estate including development of the Facilities Annual Operating Plan. Identifies needs, builds business case for budget items, and ensures spend is according to policy. Submits variance requests, if needed.

Education and Experience:

Education:

• Bachelor’s degree, or equivalent combination of experience and education.

Experience:

• 7+ years estate and facilities property management experience for a private family or related experience and/or training; or equivalent combination of education and experience.
• 7+ years managing a minimum of three direct reports with responsibility for three or more unique functions and a total team size of 20 employees or more.
• 3+ years of experience in a hospitality or service environment.
• Interior and exterior construction, renovation, and maintenance experience, including experience in capital improvement projects preferred.
• Demonstrated experience with vendor management and contract negotiation.
• Experience developing and managing budgets and providing financial analysis on budget activities and variances.
• Knowledge or skills with A/V, PCs, automobiles, landscaping, and complex building systems, preferred.

Skills and Abilities:

• Must be able to work collegially and collaboratively.
• Ability to establish and maintain collaborative working relationships with internal and external business partners.
• Ability to demonstrate a positive, professional, and client-oriented attitude with coworkers, clients, and the public both verbally and in writing.
• Excellent organizational skills and the ability to communicate clear expectations and accountability to all internal and external business partners.
• Demonstrated ability to apply business rigor, analysis, and reporting. Able to operate as a stand-alone business unit manager.
• Superior interpersonal skills. Must be able to treat all individuals with courtesy, regardless of age or status.
• Demonstrated ability to handle managing while delivering as an individual contributor.
• Ability to maintain confidentiality and privacy for a private employer.
• Ability to work independently, with little supervision, as a project leader and as a team member. Able to relate well with others while working remotely.
• Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow- through.
• Ability to accommodate a non-traditional work schedule and remain flexible to meet the principal’s needs.

Working Conditions:

• Work is done in a typical open office environment. This role routinely uses standard office equipment.
• While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions, wet or humid conditions (non-weather), work near moving mechanical parts, and risk of electrical shock.
• The noise level in the work environment is usually low.

Physical Demands:

• Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Frequently required to stand; walk; sit; talk; hear; use hands/manual dexterity, and fingers to handle or touch/sense, and reach and stretch with hands and arms.
• Specific vision abilities required by this job include close vision, distance vision, night vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• May be required to climb or balance, crouch, squat, kneel, stoop or crawl.

Travel Requirements:

• Domestic and International travel may be required approximately 10% of the time. Must maintain valid travel and work authorization documents.

Expected Hours of Work:

• The standard schedule for this role is Monday - Friday. This position requires the availability to work evenings, weekends, and holidays as needed. 

Background Review/Interview:

• Must be able to satisfy background check and related requirements.

Type: Full-Time Direct Hire, Salary Exempt  

Location: Onsite in Washington DC

Full Benefits: Medical/dental/vision benefits, 401K + match, sick leave, PTO, + more!

Compensation Range:  $164,650 -$169,750 annual salary depending on experience (Salary exempt).

Eligibility: US citizens and those authorized to work in the US are encouraged to apply. Work sponsorship is not available at this time.

Hansell Tierney is one of the premier staffing and recruiting companies in the Pacific Northwest. Launched in 2001, we are a woman-owned business that serves and staffs Northwest organizations by doing things the right way, not just the easiest way. Hansell Tierney partners with candidates and clients to match the best candidates with interesting local opportunities. We navigate every relationship with the highest level of discretion and service while holding ourselves accountable to our promises. Our business thrives on our deep understanding of the job market and our ability to skillfully tailor our recruitment process to meet our clients’ unique needs.