Full-Time Upbeat Estate Manager in Miami Beach, Florida

Full-Time Upbeat Estate Manager Needed in Miami Beach, Florida

**PLEASE READ THE ENTIRE JOB DESCRIPTION BEFORE APPLYING TO ENSURE THIS POSITION IS THE RIGHT FIT FOR YOU AND THAT YOUR EXPERIENCE ALIGNS WITH THE REQUIREMENTS OF THE ROLE.**

**MUST BE LOCAL – WILL NOT RELOCATE**

• Position: Full-Time Estate Manager (Client strongly prefers candidates who currently live within approximately a 30-minute commute of Miami Beach.)
• Location: Miami Beach, Florida
• Schedule: Full-Time; flexibility required based on the needs of the estate and principals
• Salary: $150,000–$200,000/year, commensurate with experience
• Benefits: Full benefits package
• Start Date: ASAP
• Requirements: Valid driver's license. Must be willing and able to complete a level 3 background screening in accordance with applicable law.

THE POSITION

A private family is seeking an experienced, proactive, and highly professional Estate Manager to oversee the day-to-day operations, care, and presentation of two private residences, with the primary focus on the family's Miami Beach main and guest properties.

The ideal candidate will bring a proactive, solutions-oriented mindset, exceptional project management skills, strong leadership abilities, and a refined understanding of private service environments. This person should take tremendous pride in maintaining a well-run home and be comfortable independently managing a wide range of household responsibilities, coordinating and negotiating with vendors and contractors, caring for pets, overseeing household staff, and supporting the family's ongoing needs with professionalism and discretion.

This is an all-hands-on-deck household, and the family is looking for someone who is genuinely flexible and willing to step in wherever needed. While this is a senior Estate Manager position, no task should be considered too big or too small. This will include walking the dog, taking the dog to the groomer, throwing in a load of laundry if a housekeeper is away, assisting with vehicles, or stepping in wherever necessary to ensure the residence continues to operate seamlessly.

The ideal candidate will be high-energy, passionate, upbeat, and genuinely excited about their work and their role within the household. The family is looking for someone who brings positive energy to the home, takes initiative, and enjoys being hands-on while also understanding the importance of discretion and being mindful of the principals' space and privacy.

KEY RESPONSIBILITIES

• Oversee the full operation, maintenance, care, and presentation of the main home and guest house.
• Manage two full-time housekeepers, including schedules, daily activities and checklists, performance, training, and communication.
• Conduct regular house checks and step in wherever needed, including cleaning, laundry, ironing, vehicle-related tasks, and other hands-on household responsibilities.
• Source, negotiate, manage, and supervise all vendors, contractors, and service providers.
• Coordinate and oversee routine and preventative maintenance across the property.
• Serve as the first responder to household system issues, including HVAC, AV, and other property systems, helping to diagnose and triage issues, correcting them when possible, and coordinating and negotiating with appropriate vendors when necessary.
• Maintain detailed records of household systems, service schedules, warranties, inventories, and other property information.
• Ensure the estate is consistently guest-ready and maintained to a high aesthetic standard.
• Assist with and oversee project management, including renovations, property improvements, and one-time maintenance projects.
• Monitor budgets, track expenses, and help ensure cost-effective estate operations.
• Oversee security systems and help ensure the overall safety and security of the property.
• Coordinate with household staff and provide hands-on support wherever needed.
• Handle seasonal transitions and ensure the properties remain fully prepared and operational year-round.

MAIN ACTIVITIES

• Manage two full-time housekeepers, including schedules, activities/checklists, performance, training, and communication.
• Conduct regular house checks and assist when needed with cleaning, laundry, ironing, vehicles, and other household needs.
• Act as the first responder to system issues, helping diagnose and triage problems and coordinating with vendors when necessary.
• Establish and manage interior and exterior cleaning and maintenance checklists and schedules, including daily, weekly, monthly, opening, closing, and off-season procedures.
• Manage vendor performance and, when necessary, oversee vendor evaluation and selection. Approximately 40 vendors are currently managed across the properties.
• Obtain, review, approve, and forward vendor quotes and invoices for one-time and recurring services to the CFO.
• Hire seasonal chefs when requested.
• Manage one-time maintenance and improvement projects, with approximately eight projects currently planned or in process.
•  Manage NINES data for the property.
• Create bi-monthly reports for the residence, including analysis of budget variances.
• Assist the Director of Residences in preparing the annual budget.
• Review budget performance and identify required actions.
• Suggest residence improvement opportunities.
• Manage and stock household provisions.
• Manage and maintain inventories of cleaning supplies, linens, lightbulbs, spare parts, and other household necessities.
• Oversee dog care, including walking, transportation to grooming or veterinary appointments, and occasional dog sitting.
• Obtain seasonal vehicle parking and beach passes as needed.
• Coordinate art installations and removals with the family's Art Consultant.
• Coordinate travel pickups and drop-offs with Aviation Services and drivers.
• Manage activities related to seasonal relocations, including clothing and vehicle transfers.
• Oversee vehicle management, including regularly running vehicles, coordinating maintenance, and ensuring all documentation remains current.
• Manage special events, which primarily consist of entertaining at the residence, and coordinate with an event planner for larger events.
• Manage clothing and vehicle seasonal repositioning.
• Complete weekly AV checks.
• Participate in weekly review and planning meetings with the Director of Residences.
• Communicate directly and professionally with the principals regarding schedules, household matters, issues, and other relevant updates.
• Remain highly flexible and willing to assist with additional household, pet, property, or personal needs as they arise.

THE IDEAL CANDIDATE

The ideal candidate is an experienced private-service professional who understands that successful estate management requires both strong leadership and a willingness to be hands-on. They should be proactive, organized, solutions-oriented, and capable of anticipating needs before they become problems.

This person should have high energy and a positive, upbeat personality and be passionate and excited about their career in private service. The family is looking for someone who truly enjoys their role, takes ownership of the estate, and brings enthusiasm and professionalism to their work each day.

At the same time, the candidate must have a strong understanding of boundaries within a private residence. They should be naturally discreet, emotionally intelligent, and mindful of the principals' personal space and privacy, understanding when their presence is needed and when to quietly step back.

Candidates must be comfortable operating in an all-hands-on-deck environment and willing to assist wherever needed without hesitation. Flexibility, discretion, initiative, excellent judgment, and a team-oriented mentality are essential.

QUALIFICATIONS

• Prior Estate Manager, Household Manager, Director of Residences, or comparable private-service experience within a high-end private residence.
• Strong leadership experience with the ability to successfully manage, train, and communicate with household staff.
• Exceptional project management, organizational, and problem-solving skills.
• Experience managing vendors, contractors, preventative maintenance, household systems, and property improvement projects.
• Strong understanding of the standards and discretion required within a private-service environment.
• Experience with household budgets, expense tracking, vendor quotes and invoices, inventories, and reporting.
• Comfortable troubleshooting household systems and coordinating with appropriate service providers.
• Hands-on mentality with the willingness to assist with housekeeping, laundry, pet care, vehicles, errands, and other household needs when necessary.
• High-energy, upbeat, passionate, and genuinely enthusiastic about working in private service.
• Professional, polished, discreet, and highly respectful of the principals' privacy and personal space.
• Must be extremely flexible and able to adapt quickly to changing priorities and household needs.
• Must currently reside locally, within approximately a 30-minute commute of Miami Beach. Relocation will not be considered.
• Must have a valid driver's license with a clean driving record.
• Must be willing to complete a comprehensive Level 3 background screening.