Position: Estate Operations Coordinator
Location: Old Grandview Ranch Orchards and EstateAbout Old Grandview Ranch Orchards and Estate:
This property is a historic family estate that values tradition, attention to detail, and maintaining excellence in operations. We are seeking an organized, resourceful, and dedicated professional to oversee estate operations, assist the family, and help manage a range of responsibilities essential to the estate’s smooth functioning.
Key Responsibilities:
•Vendor Management:
?Vet and select vendors for estate services.
?Negotiate contracts and monitor vendor performance.
?Review and approve invoices for accuracy.
•Art and Collections Management:
?Create and maintain a detailed inventory of art and collectibles.
?Oversee appraisals and restoration projects for artwork.
?Coordinate with museums to invite viewings and facilitate borrowing agreements.
•Employee Oversight:
?Schedule and assist with biannual employee performance reviews.
?Maintain accurate and confidential employee files.
?Help create and implement training and development plans.
•Project Management:
?Supervise interior designers and ensure project deadlines and budgets are met.
?Oversee special estate projects, including event planning and logistics.
•Family and Calendar Management:
?Manage the family calendar, including scheduling appointments, meetings, travel, and events.
?Proactively resolve scheduling conflicts and ensure seamless coordination of family commitments.
•Administrative Duties:
?Submit insurance reimbursement requests and manage claims.
?Scan, organize, and electronically store critical estate documents.
?Maintain meticulous records and provide regular updates to the family.
•Estate Operations Support:
?Coordinate household schedules, appointments, and travel arrangements.
?Ensure compliance with safety and security protocols across the property.
•Additional Duties:
?Act as a liaison between the family and external stakeholders.
?Organize and execute philanthropic or community events hosted by the estate.
?Manage routine estate maintenance tasks and ensure timely follow-ups.
?Assist with any ad-hoc family requests or estate-related projects.
Qualifications and Skills:
•Education & Experience:
?Bachelor’s degree in business administration, project management, art management, or a related field preferred.
?5+ years of experience in estate management, operations, executive assistant roles, or similar positions.
•Required Technological Skills:
?Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
?Experience with project management software (e.g., Trello, Asana).
?Knowledge of QuickBooks or similar financial management tools.
?Familiarity with document management systems (e.g., Dropbox, Google Workspace).
?Calendar management tools (e.g., Google Calendar, Outlook).
?Experience with inventory systems and CRM software is a plus.
•Skills & Competencies:
?Exceptional organizational and multitasking abilities.
?Strong negotiation and vendor management skills.
?Familiarity with art inventory systems and appraisals is a plus.
?Excellent verbal and written communication skills.
?Detail-oriented with a proactive problem-solving mindset.
•Personal Attributes:
?Discreet and professional with high standards of confidentiality.
?Adaptable to a dynamic work environment with changing priorities.
?Collaborative team player with a “can-do” attitude.
Compensation and Benefits:
•Annual salary of $125,000.
•$600/month health insurance premium reimbursement.
•Significant performance-based bonuses.