DIRECTOR OF RESIDENCES - BOSTON/CAPE COD AREA, MA
A refined legacy family with emphasis upon integrity, respect and the values of kindness within their staffing culture is looking for a professional for this newly created role to lead the dynamic team in matters of standardized practices, efficiency and service mindedness. This is a big job for a professional who clearly embraces a forward-thinking management style that provides structure and cohesiveness to the team of staff but also permits the influence of new standardized practices. The family enjoys the loyalty and longevity of their existing team.
The role requires a highly skilled and experienced professional with former 10+ years direct experience, local area oversight preferred, vendor relations, and a resourcefulness to be nimble and diplomatic in all encounters, especially when representing matters related to the principals. You must be a master of your profession - a true exemplary professional who leads by example, dives in with a can-do attitude that instills a culture amongst the team of service and being resourceful toward completion of duties in a top level manner. They want the best!
Must be highly skilled in all aspects of project management, interfacing with the professional team of architects, builders, designers and decorators, landscape designers etc. Moving timelines along and ensuring scheduling and advancement toward target dates of projects toward completion. Along with this oversight comes budgeting and management of expenses.
There is travel to additional properties and ensuring they are running smoothly.
ESSENTIAL DUTIES AND RESPONSIBILITIES
PROPERTY Management & Maintenance
- Documentation Management
- Preventative Maintenance
- Vendor & Supplier Management
- Design & Construction Management
- Principal Representation
- Safety & Security
- Move Management & Storage
HOSPITALITY AND STAFF MANAGEMENT
- Service Delivery
- Organizational Communication
- Standard Operating
- Staff Acquisition & Retention
- Onboarding & Training
- Priority & Scheduling
- Property Advance
- Event Management
- Travel Oversight
REPORTING AND COMMUNICATION
- Principal Reporting - Schedule regular meetings to review feedback preferences and conduct deep dives into any requested areas. Relay relevant directives to staff and vendors.
- Task Tracking - Proactively monitor all projects, repairs, and Principal requests, leveraging technology to streamline updates and communication.
- Property & Staff Communication - Coordinate with property and household managers, administrative staff, and external stakeholders to stay informed about all residential activities and impacts.
PROPERTY & PERSONAL SERVICES DATABASE DEVELOPMENT
- Support the implementation and adoption of a comprehensive database for property and personal services, establishing site-specific standards and procedures.
- Assist in developing and maintaining digital inventory systems, conducting quality checks, and optimizing workflows for:
- Property Content & Personal Effects – Manage inventories of furnishings, artwork, vehicles, wardrobes, storage, and household supplies.
- Property Management & Facilities – Maintain records for building access, maintenance logs, construction documents, equipment, user manuals, and warranties.
- Stocking & Reordering – Oversee supply levels and reorder essentials for households, technology, and facilities.
- Asset Care & Maintenance – Implement tailored care and maintenance protocols for all assets.
FINANCIAL AND ADMINISTRATIVE RESPONSIBILITIES
- Annual Budgeting – Partner with the Principal's financial team to prepare and track operating budgets, forecast expenses, and analyze variances. Develop and execute capital improvement plans for each property.
- Expense Control – Oversee property-related expenditures, ensuring proper documentation and reconciliation of staff credit card purchases.
- Contract Administration – Review contracts, escalating to legal/financial advisors as needed. Monitor budgets and ensure compliance with agreements.
- Insurance Tracking – Coordinate with brokers and financial partners to maintain accurate coverage for all assets, including homes, construction projects, vehicles, art, wine, and high-value items.
- Vendor & Supplier Management – Cultivate strong vendor relationships to secure premium pricing and service standards.
Looking for a Bachelor Degree and direct experience within the DoR space for a prominent family & holdings. Verifiable references in good standing. Familiarity to elevated design, building aesthetics and construction oversight, the ability to nuance/finesse relations toward favorable outcome and the true desire to represent the family in the best manner at all times. Your experience in staffing and staff retention are of tantamount importance. This is a family who do not indulge any drama - they are a low key and authentic in their personal discipline. Strong discernment and full confidentiality at all times.