Please note: This role had initially been listed as an “Estates Manager” position. After thoughtful discussion with the hiring manger, the scope has been refined to reflect its true focus as a Multi-Estate Facilities Manager. The emphasis is on hands-on property operations, infrastructure, and facilities leadership across a multi-residence portfolio. While it shares some overlap with traditional estate management, candidates whose experience is primarily in estate management will not be a fit for this role–likewise, those with primarily EA/PA/EPA experience will not be a fit.
Resumé-based Facilities experience is a hard requirement.?
No re-applications, please.
Multi-Estate Facilities Manager
Location: Miami Beach, Florida (primary) + Multiple Properties Across 5 U.S. States
Reports to: Chief of Staff
POSITION OVERVIEW
We are seeking a seasoned Multi-Estate Facilities Manager to oversee the operational integrity, maintenance, and service standards of an extensive portfolio of high-end private residences. This includes a primary estate in Miami Beach and multiple secondary properties across five U.S. states. This role is a senior facilities management position that blends hands-on operational oversight with strategic planning, vendor coordination, project management, and hospitality leadership.
The ideal candidate will be responsible for all aspects of facilities and property management—preventative maintenance, construction and renovation oversight, staffing, budgeting, vendor and contract administration, and five-star service delivery. You will work closely with a wide array of internal and external partners including estate staff, assistants, designers, contractors, and specialty service vendors to ensure each property is maintained at the highest possible standard.
This position requires frequent domestic travel to manage properties and projects firsthand and will serve as a trusted leader ensuring privacy, security, efficiency, and a seamless experience for the Principals and their guests.
KEY RESPONSIBILITIES
Facilities & Property Management
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Preventative Maintenance: Develop and implement comprehensive maintenance protocols across all properties and mechanical systems.
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Vendor & Contractor Oversight: Maintain accurate vendor records and ensure all services are executed professionally, on time, and within budget.
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Construction & Renovation Management: Lead and report on renovations and capital improvement projects. Coordinate with architects, designers, consultants, and legal entities.
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Safety & Emergency Protocols: Establish disaster readiness plans, physical security standards, and emergency support protocols.
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Move & Storage Logistics: Oversee all aspects of estate logistics including seasonal openings/closings, relocations, storage, and inventories.
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Property File Management: Maintain detailed documentation of all operational, financial, staffing, and property-specific files.
Hospitality & Staffing Operations
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Service Excellence: Ensure top-tier hospitality is consistently delivered by household staff and support teams.
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Standard Operating Procedures (SOPs): Create and implement SOPs for housekeeping, maintenance, guest readiness, and staff performance.
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Staff Oversight & Scheduling: Coordinate staffing plans, schedules, time-off requests, and ensure adequate coverage across all locations.
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Advance Preparation & Travel Coordination: Travel as needed to prepare residences for Principal and guest arrivals, ensuring readiness and service excellence.
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Event Support: Collaborate with internal teams to plan and execute events, both on-property and off-site.
Reporting & Communication
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Leadership Communication: Provide regular updates to the Chief of Staff. Maintain proactive reporting on project status, staff performance, and property needs.
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Task Tracking & Technology Use: Use technology platforms to streamline task management, communication, and record keeping.
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Team Coordination: Ensure fluid communication among household teams, remote property managers, vendors, and internal stakeholders.
Financial & Administrative Management
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Annual Budgeting & Expense Oversight: Collaborate on operating budgets, manage spending, and develop financial controls for each estate.
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Contract Review & Compliance: Review service agreements and contracts. Ensure all terms are fulfilled and legally sound.
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Vendor Relations: Cultivate strong relationships with trusted vendors to ensure high-quality service and cost efficiency.
QUALIFICATIONS
Education & Experience
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Bachelor's degree or 10+ years of relevant experience managing high-end private estates or luxury hospitality facilities.
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Strong project management background in construction, renovations, and capital improvements.
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Experience working with high-net-worth individuals and maintaining discretion, confidentiality, and service standards.
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Familiarity with luxury property aesthetics, interior design, and smart home technologies.
Skills & Technical Proficiency
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Excellent written and verbal communication skills.
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Tech-savvy with proficiency in Google Workspace, Apple products, and project/task management tools (Trello, Asana, etc.).
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Strong administrative, budgeting, and scheduling capabilities.
Personal Attributes
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Highly organized, detail-oriented, and solution-driven.
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Discreet, trustworthy, and composed under pressure.
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A collaborative leader with a “no task too small” mentality.
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Flexible to accommodate non-traditional schedules and frequent travel.
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Committed to excellence in service, operations, and team leadership.
ADDITIONAL INFORMATION
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Location: Based in Miami Beach, Florida. Frequent domestic travel required.
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Compensation: Up to $175,000+ DOE, full benefits, and relocation support.
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Background Check: Comprehensive background and reference verification required.