Estate Manager

RTW Investments•New York, NY

7h•$125,000 - $150,000•Onsite

About The Position

Athena Group Advisors (“Athena”) is the dedicated multi-family office of an investment firm. Athena is seeking an Estate Manager to join our dynamic and expanding team. This role reports to the Director of Property Management. Candidates must be familiar with family office / UHNW and high-net-worth clients and possess the ability and resourcefulness to proactively manage their day-to-day responsibilities and actively solve problems to achieve high-impact desired results. With the support of the firm, you’ll have the opportunity to develop and pursue creative approaches to resolve client issues. The Estate Manager is responsible for the comprehensive oversight of luxury residences and related assets for multiple clients. This role ensures each property is maintained to five-star hospitality standards while managing staff, vendors, budgets, maintenance, and special projects. The Estate Manager serves as the primary operational point of contact for assigned principals and collaborates closely with the Director of Property Management and family office leadership.

Requirements

10+ years of total work experience, including 5+ years of experience managing luxury estates and/or private households
Experience overseeing multiple residences and/or multiple principals
Strong knowledge of residential building systems and preventative maintenance
Proven staff leadership and vendor management experience
Demonstrated expertise in budgeting, financial reporting, and contract negotiation
Exceptional organizational and project management skills
Ability to remain calm and resourceful under pressure
High level of integrity, discretion, and emotional intelligence
Valid driver’s license and ability to travel as needed

Nice To Haves

Bachelor’s degree in business administration, hospitality, property management, or related field preferred
Experience with smart home systems (Lutron, Creston, Savant) preferred
Hospitality experience at five-star hotels or luxury resorts preferred

Responsibilities

Oversee daily operations of primary residences, vacation homes, and investment properties
Perform regular inspections to ensure each property is maintained to the highest standards
Develop and manage detailed preventative maintenance schedules
Coordinate all repairs, service calls, and emergency responses
Maintain accurate property manuals, asset inventories, and maintenance records
Ensure all building systems (HVAC, plumbing, electrical, security, pools, elevators, and specialty systems) are fully operational
Recruit, onboard, train, and supervise household staff
Develop schedules, job descriptions, and performance reviews
Coordinate payroll
Source, vet, negotiate, and oversee third-party service providers
Obtain competitive bids and negotiate favorable pricing and service agreements
Verify insurance certificates, contracts, and compliance documentation
Monitor vendor performance and accountability
Prepare and manage operating and capital budgets
Review invoices and approve expenses in accordance with delegated authority
Track spending against budget and identify cost-saving opportunities
Coordinate with Athena’s finance and accounting team on reporting, accruals, and forecasting
Manage renovations, capital improvements, and special projects from concept through completion
Coordinate architects, designers, engineers, contractors, and consultants
Monitor budgets, schedules, and quality standards
Ensure all permits, inspections, and close-out documentation are completed
Oversee ancillary assets including automobiles, art collections, wine cellars, and specialty equipment
Coordinate maintenance, registrations, insurance, and storage
Manage physical security systems and access controls, including developing and maintaining procedures for security and access
Coordinate cybersecurity and smart home vendors as needed
Ensure compliance with insurance requirements and risk mitigation practices
Maintain emergency preparedness plans