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About the Role

A private family of 5 is seeking an experienced, highly organized, and discreet full-time Estate Manager to oversee the day-to-day operations, maintenance, and logistics of two family residences in San Francisco and San Mateo. The ideal candidate is quiet, calm, proactive, trustworthy, and systems-oriented, taking ownership of the household and anticipating needs. This role requires professionalism, discretion, and the ability to work independently while providing concise updates. The position is generally Monday through Friday, with flexibility for household needs, vendor appointments, and property transitions.

Responsibilities

Oversee the ongoing maintenance and operation of both residences.
Conduct regular walkthroughs and proactively identify maintenance, repair, safety, or operational issues.
Schedule, coordinate, and oversee contractors, vendors, technicians, and service providers.
Obtain quotes when needed.
Document work completed, outstanding items, and recommended next steps.
Maintain detailed task lists, maintenance schedules, vendor information, and follow-up items.
Provide concise but thorough weekly recaps and "look-aheads" regarding upcoming projects, appointments, maintenance, and household needs.
Ensure projects remain on schedule and that vendors follow through on commitments.
Coordinate between household staff and outside service providers.
Maintain and update the household manual, maintenance records, home inventory, warranties, and purchase documentation.
Manage household utilities and service accounts.
Monitor and coordinate maintenance of home systems and equipment at the San Francisco residence.
Ensure the elevator, sauna, hot tub, cold plunge, internet, Savant system, and other major systems remain operational.
Coordinate preventative maintenance and repairs.
Manage household restocking each Monday.
Coordinate with the cleaning crew, including Monday and Friday service.
Ensure household essentials are adequately stocked.
Manage trash and recycling schedules.
Oversee the family’s three adjacent lots.
Prepare/setup guest house on the adjacent lot as needed.
Plant care when the family is traveling.
Conduct regular inspections and proactively identify issues at the San Mateo residence.
Coordinate and supervise contractors and service providers.
Obtain quotes and compare costs.
Oversee pool service.
Monitor irrigation, landscaping, pest/rodent concerns, and general property maintenance.
Prepare the residence for the family’s arrival each weekend.
Complete or coordinate Friday restocking.
Coordinate Thursday cleaning and ensure the home is fully prepared for the weekend.
Remove outdoor furniture covers before the weekend and ensure they are replaced on Monday.
Ensure the property is clean, stocked, operational, and ready for the family.
Keep all three vehicles appropriately charged.
Coordinate vehicle cleaning and detailing.
Schedule and coordinate routine maintenance, service, and repairs for vehicles.
Move vehicles as needed for street-cleaning schedules.
Monitor vehicle-related service requirements and maintain records.
Coordinate ongoing service, maintenance, and repairs for the electric travel trailer.
Coordinate with the existing household team, delegate when appropriate, clarify responsibilities, and ensure tasks are completed properly and on schedule.
Occasionally schedule personal appointments.
Coordinate household purchases and deliveries.
Maintain purchase records and household inventories.
Track warranties, service agreements, and recurring appointments.
Anticipate upcoming household needs and prepare in advance.
Create and maintain organized checklists and systems for recurring responsibilities.
Handle ad hoc projects and errands.

Requirements

5+ years of prior experience in a similar role.
Must be local and live within approximately one hour of the San Francisco residence.
Comfortable working in a home with three children under the age of 10.
Experience managing multiple residences strongly preferred.
Excellent organizational and time-management skills.
Strong vendor and contractor-management experience.
Knowledge of costs and cost savings.
Ability to troubleshoot before calling someone.
Hands-on – not an over-delegator.
Practices discretion and uses common sense.
Valid driver's license and clean driving record.
Must have and drive own vehicle.
Strong written and verbal communication skills.
Proficiency with common administrative and organizational tools.
Experience with smart-home systems is a plus; knowledge of Savant is particularly desirable.
Ability to anticipate needs and independently take ownership of responsibilities.
Must be willing to sign and adhere to an NDA and maintain strict confidentiality.

Skills

Discreet and trustworthy with impeccable judgment.
Calm, quiet, and low-key in demeanor.
Respectful of the family’s privacy and personal space.
Comfortable working independently with minimal supervision.
Highly organized and genuinely enjoys systems, checklists, documentation, and structure.
Extremely proactive and able to identify problems before they are brought to their attention.
Strong communicator who provides clear, concise updates.
Detail-oriented with excellent follow-through.
Comfortable managing multiple properties, vendors, projects, and competing priorities.
Confident supervising contractors and service providers and holding them accountable.
Professional, kind, and personable without being intrusive.
Flexible and willing to adjust the schedule when household needs, vendors, or projects require it.
Comfortable working primarily behind the scenes and independently.
Works intuitively with a keen eye for detail.

Location

San Francisco, CA
San Mateo, CA

Work Type

Full-time
Onsite

Experience Level

Experienced
5+ years

Salary/Compensations

Up to $250,000

Benefits

$500/month health insurance stipend
3 weeks of paid vacation (one week in summer, one week at Christmas, one week of candidate's choice)

About the Company

A private family of 5 residing between the Noe Valley and Glen Park neighborhoods of San Francisco, CA.