The Director of Residences is responsible for year‑round operational oversight of residence exteriors and interiors, hospitality standards, controls, and readiness across all properties. The role focuses on maintaining standards, systems, training, inspections, and consistency during both off‑season and in‑season periods, with regular travel expected between domestic properties (and occasional international visits as needed).
The DOR maintains a rolling schedule of property visits, audits performance, and develops and enforces standardized SOPs, checklists, and readiness programs. They review and sign off on weekly staff schedules prepared by Property and Residence Managers, ensuring appropriate coverage across residence, household, and landscaping teams. Working closely with Property Managers, Residence Managers, and Hospitality leadership, the Manager ensures exteriors, interiors, inventories, and preference sheets are current and actively used, and that all residence buildings and family facilities are fully guest‑ready before arrivals and events.
The position is hands‑on and training‑focused. The Director of Residences delivers on‑site coaching, room‑by‑room inspections, and demonstrations to residents and housekeeping teams, while overseeing laundry programs, green/organic cleaning practices, and deep‑cleaning calendars that include both interior and exterior areas. They standardize inventory systems and preference sheets, lead pre‑arrival readiness programs with structured check‑ins, and maintain SharePoint for SOPs, checklists, reports, and findings. Through detailed post‑trip and quarterly summary reports, the DOR provides clear recommendations on staffing, vendors, and processes, acting as a key partner to Property and Hospitality leadership in upholding the family’s standards across the portfolio.
PRIMARY RESPONSIBILITIES
1. Property Inspections, Compliance and Controls Review
· Maintain a rolling property visit and inspection schedule covering all family properties.
· Conduct on‑site and virtual walkthroughs to review:
· Exterior presentation and readiness
· Housekeeping quality and organization
· Inventory accuracy and par levels
· Laundry management and linen conditions
· Culinary and serving, including stock, table settings, and overall presentation
· Storage, closets, and preference sheet accuracy
· Pre‑arrival and post‑stay readiness
· Document findings in a standardized report format and assign clear owners and timelines for correction.
· Escalate repeated non‑compliance to the General Manager and Property Managers; provide training to on‑site teams.
2. Operations and Scheduling
· Review and sign-off on weekly staff schedules
· Residence property team
· Household team including housekeepers and associated vendors (cleaning, laundry, etc.).
· Landscaping team/vendors
· Ensure 7-day coverage and oversee residence check compliance and sign-off
4. Standards, SOPs & Checklists
· Assist with development and maintain residence and hospitality standards and SOPs covering:
· Residence checks
· Daily, weekly, monthly, and seasonal housekeeping routines
· Deep‑cleaning and project‑clean schedules and specifications
· Linen, amenity, pantry, and bar inventory systems
· Room setup, turndown, and preference execution
· Closet, storage, and organization standards
· Guest arrival and departure readiness procedures
· Keep all checklists current and aligned across properties; coordinate updates with Property Managers and Residence Managers.
· Ensure photo documentation and written guidance support checklist implementation.
· Coordinate with Home Office, Hospitality and Division Managers.
5. Housekeeping, Laundry & Deep Cleaning
· Work with Property Managers and Residence Managers to build annual, seasonal, and quarterly deep‑clean calendars for each property (includes exterior areas).
· Define scope and quality standards for deep cleaning, project cleaning, and seasonal resets; audit completion and quality through spot checks and photo documentation.
· Develop detail standards for kitchen and prep areas, bathrooms, and specialty fixtures and finishes.
· Oversee laundry management systems and organic practices (linen rotation, washing, pressing, storage, inventory counts, condition assessments) to ensure continuity across properties., emphasizing and establishing clear control for green products and organic cleaning methods.
· Identify vendor gaps or quality issues with housekeeping or specialty cleaners; recommend changes or retraining as needed.
6. Inventory, Preference Sheets & Purchasing Support
· Standardize inventory systems for linens, guest amenities, toiletries, pantry/bar staples, candles, flowers, and spa supplies across all residences working with the property team and JFO’s inventory consultant.
· Develop and maintain detailed preference sheets for family members, and frequent guests, capturing:
· Room and bathroom preferences
· Beverage and snack preferences
· Floral and décor preferences
· Personal and wellness needs
· Perform spot checks during site visits
· Ensure preference sheets are actively used by on‑site teams and updated throughout the year
· Work with site specific purchasing teams to align par levels, sourcing, and reordering cycles across all properties; flag consumption anomalies or repeated shortages.
7. Training, Coaching & Team Development
· Develop and deliver training modules for family residences and buildings
· Standardized procedures and checklist systems
· Presentation standards and attention to detail
· Organization and storage best practices
· Preference sheet implementation
· Pre‑arrival and post‑stay protocols
· Provide on‑site coaching during property visits, including room‑by‑room critiques, hands‑on demonstrations, and follow‑up documentation.The position will require hands on training.
· Work alongside the Home Office and the Hospitality Managers to align off‑season preparations (residence exterior/interior, housekeeping, laundry, stocking) with live-service expectations (table settings, amenity placement, etc.).
· Identify high‑potential staff for development and make recommendations to Property and Hospitality Managers.
· Maintain SharePoint for all SOPs, checklists, preference sheets, and audit findings.
8. Pre‑Arrival & Readiness Programs
· Lead the pre‑arrival readiness process for major family stays, events, and seasonal transitions:
· Coordinate with local Property Manager and Residence Managers on property walk‑throughs
· Verify all rooms, linens, amenities, and special touches are in place
· Confirm family/guest preferences are known and stocked
· Produce a final readiness report one month prior to arrival, two weeks prior to arrival, and 3–5 days before arrival, with outstanding items clearly flagged.
· Support live Hospitality Operations so that off‑season setups align with in‑season programming and service plans.
9. Travel & Reporting
· Maintain a structured travel calendar covering all core properties at intervals aligned with family use, seasonal transitions, and major events.
· Coordinate property visit schedules with Property Managers and Residence Managers to maximize efficiency and minimize operational disruption, including unscheduled visits.
· Produce detailed post‑trip reports including:
· Key findings
· Completed actions
· Outstanding items with clear owners and timelines
· Recommendations for staffing, vendor, or process improvements
· Deliver quarterly summary reports:
· Inspection compliance rates
· Deep‑clean completion and quality scores
· Training completion and staff development progress
· Preference sheet accuracy and implementation
· Vendor performance and cost trends
QUALIFICATIONS & EXPERIENCE
· 8–12+ years in luxury residential hospitality, ultra‑high‑net‑worth (UHNW) household operations, boutique hotels, or high‑end resorts, with multi‑property oversight or multi‑unit management strongly preferred.
· Proven track record building and enforcing SOPs, checklists, and standards across multiple locations and staff teams.
· Demonstrated experience training and coaching housekeeping, interior operations, and hospitality staff in high‑expectation environments.
· Strong background in inventory, linen, and amenity management for residences or luxury hospitality properties.
· Familiarity with preference sheet systems and personalized service standards for principals and guests.
· Experience with project management, scheduling, and scheduling tools (SharePoint, project management software, or similar).
· Excellent written and verbal communication skills, with ability to give clear, actionable feedback to teams at all levels.
· High level of discretion and confidentiality; comfort working around principals and senior leadership in UHNW family office environments.
· Willingness and ability to travel regularly between properties (domestic and occasional international).
Email your resume to colonialagency@gmail.com