CPT Estate Manager

Position Summary: The House Manager oversees the day-to-day operations of a private residence, ensuring exceptional standards of service, organization, and presentation. This role leads the household team and collaborates with internal partners to ensure a seamless experience for the principals, family, and guests.

Position Responsibilities:  

• Oversees the day-to-day operations of a private residence, ensuring the home is consistently maintained, organized, fully operational, and prepared to the highest standards for the principal, family, and guests.
• Conducts regular walkthroughs of the residence, proactively identifying maintenance, housekeeping, presentation, inventory, and service needs and ensuring timely resolution.
• Establishes and maintains exceptional household service standards, operating procedures, and routines to ensure a consistently seamless experience within the residence.
• Anticipates household and principal needs, proactively identifying opportunities to improve efficiency, service, organization, and the overall operation of the home. 
• Leads and develops a team of three household staff, establishing clear expectations, effective communication, accountability, consistency, and a culture of exceptional service.
• Oversees staff schedules, daily priorities, performance, training, and workflow to ensure appropriate coverage and seamless household operations.
• Partners closely with the Facilities Manager, Lead Housekeeper, and other internal team members to coordinate household priorities, projects, preventative maintenance, and the overall care and readiness of the residence.
• Fosters strong cross-functional communication and collaboration between household staff and internal departments to ensure information, priorities, and expectations are clearly communicated and executed. 
• Oversees household projects from planning through completion, coordinating closely with the Facilities Manager and other internal stakeholders to establish clear scopes of work, timelines, budgets, responsibilities, and expected outcomes.
• Sources, vets, schedules, and manages outside vendors and contractors, ensuring work is performed efficiently, professionally, and in accordance with established household standards.
• Negotiates vendor agreements and reviews contracts, proposals, and invoices for accuracy, quality, and adherence to approved scope and budget.
• Ensures contractors and vendors maintain required documentation, including Certificates of Insurance, confidentiality agreements, and other applicable compliance requirements prior to commencing work.
• Monitors project schedules, deliverables, budgets, and workmanship and communicates progress, risks, or changes to appropriate stakeholders.
• Maintains organized records of household vendors, contracts, warranties, service agreements, projects, and relevant property documentation
• Assists with preparation and management of the household operating budget, monitors expenditures, reviews invoices, and provides recommendations regarding spending, service agreements, projects, and operational priorities.
• Maintains organized household records, files, inventories, and documentation and oversees procurement of household supplies and specialty items.
• Coordinates package and mail management, deliveries, household purchasing, and other administrative requirements related to the operation of the residence.
• Ensures the residence is consistently prepared for the principal, family members, and guests, with careful attention to presentation, comfort, preferences, and service standards.
• Coordinates household preparations for guests, dinners, special occasions, and events, partnering with internal teams and external vendors to ensure seamless execution.
• Provides operational support for special events and daily household functions as required.
• Maintains a high degree of discretion, confidentiality, professionalism, sound judgment, and flexibility when handling sensitive information and responding to the evolving needs of the principal and household.

Essential skills and experience:  

• College degree in Hospitality, or related field and 5 years of management experience; or any combination of education, licensing, specialized training, and experience that demonstrates the ability to perform the duties of the position
• Exceptional interpersonal communication skills; positive attitude
• Experience in administrative support; scheduling, general office procedures
• Excellent knowledge of general office procedures, as well as advanced smartphone knowledge and computer skills 
• Excellent time management skills; ability to organize and coordinate multiple projects with available resources
• Keen attention to detail, honesty, adaptability, dependability, and a willingness to do hands-on work
• Ability to maintain a high level of strict confidentiality and professionalism
• Possess a valid driver’s license with a good driving record

Valued but not required skills and experience:  

• Private estate/hotel/ hospitality/museum experience
• Previous experience as a personal assistant or similar

Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: Frequent bending, reaching, twisting, turning, pushing, and pulling. Ability to move furniture and/or equipment as needed. Occasional lifting of up to 15 pounds. Close vision demands due to desktop computer work requirements.
• Work environment: Family home, fast -paced work environment. Noise level is usually moderate.
• Travel: Some Domestic and local Travel required. Driving of personal vehicle required to various local properties and vendor sites. 
• General sign-off: The employee is expected to adhere to and ensure compliance with all relevant OSHA safety regulations for all facility personnel; as well as all company policies, and to act as a role model in adherence to policies.  

Qualifications

WHO ARE YOU?

You are a self-motivated, go-getter who takes extreme pride in their work. You require little supervision, and work well independently; but also enjoy being part of a team. You are detail oriented, and work well with structure and schedules; but you're fluid enough to change direction with little notice. You're open to feedback, because you always want to be just a little better than you were the day before. You think on your feet, and are an effective communicator - regardless of whether you're chatting with an intern or presenting to the CEO. You are able to manage multiple projects at once, and have great people management skills for when it's time to delegate. You're professional, but don't take yourself too seriously and have an excellent sense of humor. You consider your profession more of a lifestyle than just a job - and are passionate about the career path you've chosen for yourself. You are open-minded, and willing to speak up when you have great ideas. You aren't afraid of change, and seek out opportunities to improve processes. You're comfortable leading (and completing) projects, and do so with a positive attitude. You've taken on a lot in your career, and you're ready for your next challenge!

WHO ARE WE?

DFI is a private property management company dedicated to providing unparalleled Service Excellence to our clients. In support of our goal, we work hard to develop an amazing culture for our teams which extends far beyond a typical organization or benefits package. We offer many exciting programs that focus on developing the whole person - we work hard, play hard and know how to have FUN!

WHY DFI?

• Fun, team-oriented environment
• Competitive salary and performance based bonus program
• 100% employer paid medical, dental, and vision insurance for employees and their dependents (with participation in our Wellness Incentive Program)
• 401(k) + match
• Generous vacation and personal time off allowance
• Charitable donation matching program
• Training and development opportunities
• Programs and activities to encourage a balanced lifestyle

This is a drug free workplace where all candidates are required to complete a background check and drug test before employment

DFI is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: DFI is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at DFI are based on business needs, job requirements and individual qualifications, without regard to age, race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. DFI will not tolerate discrimination or harassment based on any of these characteristics.