AC242 - Estate Manager - San Francisco/San Mateo, CA

British American Household Staffing•San Francisco, CA

2d•$250,000•Onsite

About The Position

A private family of 5 residing between the Noe Valley and Glen Park neighborhoods of San Francisco, CA 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 family’s primary residence is located in San Francisco, where they live during the week. The second residence in San Mateo is a weekend home with a pool. Each property has distinct needs, and the Estate Manager will be responsible for ensuring both homes are consistently maintained, fully operational, properly stocked, and ready for the family. This is a position for someone quiet, calm, proactive, highly organized, trustworthy, and systems-oriented. The successful candidate will naturally take ownership of the household, anticipate needs, maintain excellent records, and resolve issues before they become problems. The family values privacy and personal space. They are looking for someone professional and discreet, who works independently and does not feel the need to be constantly present or conversational. The ideal candidate is comfortable being a behind-the-scenes presence while providing concise updates and thorough recaps. The position is generally Monday through Friday, approximately 9:00 a.m. to 5:00 p.m., with flexibility based on household needs. The Household Manager should be comfortable adjusting the schedule occasionally for: Vendor appointments or household projects. Property transitions between San Francisco and San Mateo. Time-sensitive maintenance issues/emergencies. The ideal candidate will be someone the family can rely on to know what is happening across both properties without needing to be asked. Most importantly, the family should be able to move between their San Francisco and San Mateo homes and feel that everything is taken care of, functioning properly, and ready for them. This position is available to local candidates only.

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.

Nice To Haves

Experience with smart-home systems is a plus; knowledge of Savant is particularly desirable.

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 so that responsibilities do not fall through the cracks.
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.
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 such as paper products and other frequently used supplies 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.
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. Including taking out the trash cans.
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.
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 team, delegate when appropriate, clarify responsibilities, and ensure that household tasks are completed properly and on schedule.
Occasionally scheduling personal appointments.
Coordinating household purchases and deliveries.
Maintaining purchase records and household inventories.
Tracking warranties, service agreements, and recurring appointments.
Anticipating upcoming household needs and preparing in advance.
Creating and maintaining organized checklists and systems for recurring responsibilities.
Ad hoc projects and errands.

Benefits

$500/month health insurance stipend
3 weeks of paid vacation. One week to be taken in the summer, one week at Christmas, and one week of the candidate’s choice.

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