Estate Manager

DM Estate Staffing•Palo Alto, CA

5d•Onsite

About The Position

A growing family is seeking an Estate Manager for its private residence in Palo Alto, California. The property includes a 14,000-square-foot, three-story main residence, a guest house, and one acre of grounds. The home is fully automated with a Control4 system, and light finishing work is underway. As the household’s first key hire, the Estate Manager will establish operating systems, build and lead a small team, and oversee vendors, projects, and day-to-day household operations. The role also supports frequent visits from extended family and occasional preparation of second homes or rental properties. The position is on-site Monday through Friday, with flexibility as household needs change, and involves occasional travel. The family is highly interested in technology, AI, and automation, and seeks someone who can apply these tools to improve household systems and workflows.

Requirements

3 to 5+ years of experience as an Estate Manager, House Manager, or in a similar role.
Strong technical skills and hands-on experience managing smart-home systems.
Understanding of AI tools and how to apply them in daily work.
Experience managing vendors, contractors, and home projects.
Experience hiring, training, and leading household staff.
Highly organized and able to manage multiple priorities.
Clear, responsive communicator comfortable coordinating by text.
Quick learner who enjoys building and improving systems.
Discreet and respectful of the family’s privacy.
Available to work on-site Monday through Friday, with flexibility as household needs change.
Able to travel occasionally.
Legally authorized to work in the United States.
Within commuting distance of Palo Alto; out-of-area candidates will not be considered.
Able to undergo a thorough background check and provide excellent references.

Nice To Haves

Control4 experience.
Established network of Bay Area vendors and service providers.

Responsibilities

Oversee daily operations of the main residence, guest house, and grounds.
Manage the Control4 system and integrate new technology and smart-home features as needs evolve.
Use AI tools and automation in household systems, communications, and workflows.
Complete the current punch list and manage future maintenance and home projects.
Source, vet, and manage vendors and service providers, and build a reliable local network.
Coordinate existing services, including pool care, gardening, and a part-time cleaning team.
Hire, onboard, and manage household staff as the team grows.
Work closely with the family’s nanny and support the household as the family expands.
Create and manage a preventative maintenance calendar for the home and its systems.
Manage groceries, household supplies, and inventory.
Plan and coordinate family events, holidays, and extended-family visits.
Provide light personal assistant support, including booking family travel and hotels.
Lead organizational projects throughout the home.
Travel occasionally ahead of the family to prepare second homes or rental properties.
Keep the family informed through clear, timely updates, often by text.