Ojai, CA

British American Household Staffing•Los Angeles, CA

About The Position

An LA-based family is seeking an exceptional estate manager to oversee operations across their three properties in Los Angeles, San Francisco, and Ojai. While the role will be primarily based in Los Angeles, the successful candidate should be comfortable managing and coordinating operations across all locations as needed. The family is expecting a baby in May, and the Estate Manager will be responsible for coordinating and overseeing all household staff, including the nanny team, which has been the focus of the most recent hiring phase. This is an asap start.

Requirements

Multi-home estate manager experience, preferably in different states/locations
Experience hiring, training and managing household staff
Experience managing a full household staff (housekeepers, nannies, chefs, etc.)
Strong operational oversight — systems, inventory, maintenance schedules
Vendor and contractor management
Clear communication and authority without ego
High discretion and loyalty
Ability and experience running a tight ship without constant supervision
Comfort in a high-standard, high-expectation environment
US Passport, Green Card, or EAC
Clean and current driving license
Have extremely high conscientiousness
Be calm under pressure
Have extremely high attention to detail
Be highly proactive — anticipates needs before being told
No task drifting — everything has a deadline and a definition of done
Have high integrity — trust is critical
Have strong follow-through
Be comfortable with accountability and performance metrics
Be available and reliable during travel periods
Have a positive mentality and genuine passion for estate management
Be invested in a long-term role and take pride in excellence

Responsibilities

Property Infrastructure & Maintenance (across all 3 properties)
Preventative Maintenance Program
Create master property maintenance calendar (HVAC, plumbing, roofing, irrigation, pest, electrical)
Schedule quarterly inspections
Build vendor roster with backups
Ensure service contracts are negotiated and current
Track warranties
Ongoing Repairs
Triage issues
Get 2–3 bids
Present summary + recommendation
Execute and verify completion
Photo documentation archive
Landscaping & Grounds
Irrigation checks
Seasonal planting plan
Tree health
Drainage oversight (especially after heavy rain)
Fire safety compliance (Ojai especially)
Household Staff Management
Hiring
Defining roles
Sourcing candidates
Vetting references
Background checks
Trial days
Offer letters
Onboarding SOP
Performance Oversight
Weekly check-in with nanny / housekeeper
Clear task list
Quality control
Efficient replacements
Payroll Coordination
Time tracking
PTO tracking
Tax compliance coordination
Liaison with accountant
Travel & Relocation Between Homes
Property prep before arrival
Keep homes stocked/ fridge prepared/ linens ready
AC / heat set
Car ready
Dog logistics
Mail forwarding
Package management
Security checks
Vendor & Project Coordination (Non-Construction)
Interior installs
Furniture deliveries
Appliance coordination
Art handling
Security system maintenance
Internet / tech setup
Cleaning crews
Window washing
Pool service
Generator maintenance
EV charger installs
Smart home management
Systems & Documentation
Central property dashboard (Notion or Airtable)
Vendor database
Emergency contacts sheet
Insurance documents organized
Permits tracked
HOA compliance tracked
Budget tracker by property
Monthly spend per property
Variance vs budget
Upcoming maintenance
Inventory & Household Logistics
Household inventory
Restocking system
Seasonal wardrobe swaps
Nursery prep
Equipment setup
Car seats installed correctly
Travel kits pre-packed
Gift inventory system
Emergency kits
Crisis Management
Burst pipe
Power outage
Appliance failure
Contractor no-show
Staff no-show
Last-minute dog walker
Package theft
HOA issue
Budget Oversight
Monthly reporting: Property-specific spending, Staff costs, Vendor costs, Major repair forecasts, Capital improvement forecasts
Childcare-Specific Infrastructure (in collaboration with the Lead Nanny)
Nanny schedule architecture
Backup nanny plan
Night nurse coordination
Pediatrician coordination
Baby gear setup
Travel crib logistics
Household quiet hours planning
Safety proofing
Inventory tracking (formula, supplies, etc.)