POSITION SUMMARY
We are seeking an experienced House Manager (HM) to oversee the daily household operations, staff, and property management for a private family’s residential portfolio in Pennsylvania. This includes a primary residence and potential future homes and/or staff residences within close proximity. The HM will develop efficient workstreams and resources, deliver and execute protocols, and ensure that the properties are maintained in proper working order and that logistical operations run smoothly. This role will oversee staff to ensure exceptional service and with the resource of the Director of Residences (DOR) will train, coach, inspire and mentor their teams. The HM will work collaboratively with other departments from other properties to guarantee high-caliber delivery in housekeeping, property, and facilities management. This position reports to the Director of Residences, is a collaborative Leadership Team member and oversees a sizable household services operation. The HM will work closely with Leadership Team Members of the nearby Resort operation as this serves as a tremendous resource for various tasks. This is a unique role whose responsibilities are focused specifically on housekeeping, facility upkeep and maintenance.
The HM must have experience in private service or estate management. Long-term success in this role will depend on the candidate’s ability to rapidly familiarize themself with the principal’s preferences and expectations and, in turn, deliver next-level service. This role requires an emotionally intelligent communicator who leads with confidence, a genuinely team-oriented mentality, and an authentic passion for exceeding expectations, while maintaining a fun environment. Demonstrate common sense. Energetic, willing and able to perform physical requirements of the job including but not limited to lifting, carrying, walking long distances, stairs, standing, use of ladders, driving. Must be a team player and guide by example.
This full-time position reports to the Director of Residences and is based on 45 hours a week.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Facilities Responsibilities
- Conducting detailed daily inspections of the property to ensure standards are maintained and equipment functioning properly, respecting the privacy of the family
- Keep shared maintenance files up to date
- Oversee vehicle maintenance to the highest standard, charge/fill with gas, clean, check vehicles are fully stocked with all the necessary items; maintain, clean and charge golf carts and e-bikes
- Communicate and schedule common vendors like landscapers, pool cleaning, window cleaners etc.; escort vendors on property and inspect and approve worked performed.
- Maintain household inventory of common maintenance products like lightbulbs, filters, salts etc.
- Set expectations with landscapers, remind vendors to check irrigation zones and cross check
- Responsible for all assets’ documentation and inventory control, including furnishings, carpets, finishes, fixtures,
- artwork, and personal and household supplies.
- Order and purchase needed items for all households, including personal supplies.
- Oversee set-up and tracking of online accounts, collaborate with tech team members to troubleshoot, and test AV/IT
- equipment and systems. Proficiency with different home operating systems and productivity tools.
- Survey and record property conditions, maintenance needs, and deficiencies as reported or observed.
- Understand each property’s unique security needs and work with security vendors to ensure the security systems and
- protocols are maintained as established.
- Support established emergency preparedness procedures, emergency supplies, and physical safety protocols to protect occupants and assets.
- Assist the Family Office in assembling annual home and property expenditure budgets, managing, tracking, and auditing expenses, reconciling credit cards, and serving as a responsible steward of the principal’s resources.
- Institute regular reporting protocols to keep the Director of Residences and Principals fully apprised of property and project status.
- In support of the Director of Residences, ensure facilities, maintenance, engineering activities, and renovation projects are properly coordinated and completed on time. Liaise with general contractors, other property managers, and all vendors.
- Oversee building operations, maintenance, safety and security systems, landscaping, irrigation.
- This includes coordinating with all vendors. Provide initial review of vendor and service contracts.
- Ability to fix minor facility damages or understand scope of repair
- Manage and delegate related wind-down protocols and punch lists. Work closely with the contracted teams to drive
- lingering projects to completion.
Household Responsibilities
- Conduct interior walkthrough
- Oversee household operations for all local properties and assume final responsibility for ensuring each residence has a consistent feel, that staff understands the Principal’s preferences, and that the household team delivers exceptional service.
- Provide top-tier service to families and guests to support their activities. Oversee guest arrivals/departures, including special requests, food etc.
- Ensure each residence is stocked with the principal’s desired toiletries, personal items, etc.
- Direct the housekeeping team to develop and maintain an interior and exterior cleaning schedule for regular and deep
- cleaning for all properties. Implement checklists or zone cleaning to guarantee consistency and enforce proper use.
- Oversee all interiors and coordinate all household vendors and outsourced housekeeping services
- Work with the Leadership Team, Personal Assistants, and the Food and Beverage Director to support and execute small
- and large-scale entertaining at the residences. Ensure property readiness, maintain proper resort relations and
- property staffing schedules, and monitor the site for quality and safety standards.
- Ensure smooth transitions between local residences for family and staff and guarantee that homes are properly prepared, meticulously, and in working order before the principal’s arrival.
QUALIFICATIONS
Personal Qualities & Character Sketch
- Warm, polished, poised, intuitive, respectful, calm, and collaborative by nature.
- Organized, efficient, service-oriented, and low ego.
- Ability to wear many hats and transition into additional roles as the need arises.
- Has a can-do attitude, no task being too great or too small, and genuinely enjoys providing personal service.
- Ability to multi-task
- Professional and polished appearance
- Ability to work both on a team and independently
- Ability to always exercise sound judgment and discretion. Ability to retain ALL information at home in the strictest of
- confidence and in accordance with requirements of Confidentiality & Non-disclosure Agreement.
- Participate in training, other learning activities, and professional development as required
- Experience in private service management or professional-related experience in a similar situation. Have experience
- working with contractors, invoice reconciliation, and cost comparisons; business-minded.
- Outstanding references from both current and previous employers
- Minimum 5 years of relevant experience with longevity in previous positions
- Valid driver’s license
- Must be able to lift up to 50lbs
- Travel may be expected for this position
Email your resume to [email protected]