Estate Manager

Sage Haus•Laguna Beach, CA

1d•Onsite

About The Position

This is a thoughtfully maintained private family vacation residence in beautiful Laguna Beach. The family primarily resides internationally between Europe and Asia and uses the California property seasonally throughout the year. Because the home is a vacation home, the family is seeking a trusted professional to serve as their eyes and ears on the ground — someone who takes pride in knowing the property, anticipating needs, and ensuring the home is consistently cared for whether the family is in residence or thousands of miles away. The family is kind, mindful, and highly respectful of the professionals who support their household. They value privacy, transparency, clear communication, accountability, and exceptional follow-through. A dedicated house cleaner is already employed. The Estate Manager will collaborate with the cleaner and established household vendors while independently overseeing the broader care, maintenance, and readiness of the property.

Requirements

Previous professional experience in Estate Management, House Management, Private Service, Property Management, or a comparable high-trust role strongly preferred.
Proven ability to independently oversee a private residence with minimal supervision.
Strong vendor, project management, organizational, and administrative skills.
Excellent written and verbal communication.
High level of discretion and ability to appropriately manage confidential household and family information.
Comfortable using email, calendars, shared documents, spreadsheets, and digital tracking tools.
Reliable transportation and ability to travel to the Laguna Beach property as need.
Ability to maintain a smoke-free environment.
Willingness and ability to sign an NDA.
Seasoned, polished, and highly trustworthy professional who takes genuine ownership of the properties and people you support.
Naturally notices details others may miss, anticipates needs, and follows responsibilities through to completion.
Comfortable working independently while keeping owners informed through concise, professional communication and organized digital documentation.
Accountable with exceptional follow-through in all aspects of Estate Management
Resourceful, solutions-focused, and comfortable exercising sound independent judgment.
Experienced coordinating vendors, contractors, maintenance, and household projects.
Skilled at creating systems, schedules, documentation, and processes.
Highly organized, detail-oriented, and proactive, with the ability to have attention to urgency or emergency situations regarding the Estate.
Professional and polished in written and verbal communication.
Discreet and deeply respectful of family privacy.
Thoughtful with time, budgets, and household resources.
Comfortable working independently while remaining highly accountable to weekly, monthly, and seasonal priorities.
Flexible around the natural ebbs and flows of a seasonally occupied residence.
Interested in becoming a trusted, long-term steward of the family's home.

Responsibilities

Serve as the family's trusted local representative and eyes and ears of the property.
Conduct proactive weekly property walkthroughs and identify maintenance, safety, organization, and readiness needs.
Maintain a top-down understanding of the home's systems, vendors, recurring maintenance, and seasonal requirements.
Create and maintain an annual property maintenance calendar covering recurring, seasonal, and preventative needs.
Proactively identify issues, recommend solutions, and oversee follow-through from identification through completion.
Ensure the residence remains secure, orderly, maintained, and cared for while the family is away.
Maintain organized property documentation, including vendors, service history, upcoming maintenance, and completed projects.
Coordinate and oversee cleaners, landscapers, contractors, repair professionals, and specialty vendors.
Research vendors and obtain & negotiate quotes for repairs, maintenance, and one-off projects.
Schedule appointments, coordinate property access, and ensure work is completed to a high standard.
Oversee recurring preventative maintenance, including HVAC, water systems, windows, flooring, landscaping, and other property needs.
Maintain clear records of vendors, estimates, invoices, service dates, and upcoming work.
Communicate transparently with the family regarding recommendations, costs, timelines, and completed projects.
Maintain thoughtful organization systems throughout key household spaces, including pantry, linens, storage, and household supplies.
Monitor inventory and proactively replenish approved household essentials.
Manage household orders and recurring supplies as needed.
Provide light indoor plant care and address minor household needs when appropriate.
Collaborate with the existing house cleaner to maintain consistent household standards.
Coordinate annual vehicle servicing, preventative maintenance, detailing, and other vehicle needs.
Ensure household vehicles are appropriately maintained and ready for family visits.
Maintain a repository of House Knowledge in terms of key vendor contact details, brands of specific items for future replacement / maintenance purchases, etc.
Prepare the residence to a polished, guest-ready standard before family arrivals.
Coordinate cleaning, stocking, maintenance, household essentials, and property readiness.
Anticipate seasonal and hosting needs, particularly around holidays and extended stays.
Complete post-departure walkthroughs and resets, ensuring the residence is secure, orderly, and properly prepared for periods of vacancy.
Manage household mail, packages, deliveries, and occasional returns according to family preferences.
Provide concise weekly updates covering completed work, open items, upcoming needs, and relevant property observations.
Maintain digital documentation of household systems, vendors, projects, and maintenance schedules.
Track approved household expenses, invoices, receipts, and project costs.
Communicate professionally and efficiently via email, text, Zoom, and agreed-upon communication channels.
Maintain exceptional follow-through, allowing the family to confidently delegate property responsibilities.