Job Description

Job Description

Job Description

Description:

The Assistant Estate Manager works with the Estate Manager to oversee the operations and maintenance of a large private property and multiple estates/homes, ensuring the property's efficiency, safety, and aesthetic appeal while meeting the owner's expectations. Key responsibilities include supervising vendors and contractors, coordinating maintenance and construction projects, planning events and special projects, daily maintenance of the grounds and dwellings, and directives assigned by the Estate Manager and/or owner. The role demands strong communication, organizational, and problem-solving skills, a keen eye for detail, along with a high degree of discretion and confidentiality.

Roles and Responsibilities

• Property Maintenance: Supports Estate Manager in overseeing the regular maintenance, repairs, and renovations of interior and exterior features, including landscaping, cattle farm, and private residences.
• Financial Oversight: Adheres to budgets, authorization may be given to utilize a credit card for necessary purchases and may process invoices.
• Vendor & Contractors: Under the direction of the Estate Manager may screen, negotiate with, and manage outside vendors, contractors, and service providers to ensure insurability, quality, adherence to project deliverables and completion in a timely manner.
• Administration: Performs entry-level administrative tasks as instructed by the Estate Manager.
• Event Planning: Executes events hosted on the properties, liaising with caterers, event planners, and entertainment agencies.
• Project Management: Oversee various projects, such as construction, renovations, or the management of specific assets like vehicle and personal valuables, etc.
• Safety & Security: Ensure all safety and security protocols are followed and that the Estate is prepared for emergencies.
• Owner Relations: Serve as an owner point of contact in the absence of the Estate Manager for the property owner, discussing requirements, plans, and reporting on estate operations.
• Assistant Estate Manager will work for a private owner on a large private estate, which may include multiple buildings and extensive grounds.
• The role often requires being on-call and may involve evenings, holidays and weekends, especially for events or emergencies.

Education and Experience

• College or Junior college completion or courses/studies is preferred. Bachelor's degree is preferred, not required.
• Experience: A minimum of 3-5 years of proven experience in property management, project management, or a similar role, especially within private service or luxury hospitality.
• Organizational skills: Excellent time management and organizational skills to manage multiple projects and priorities simultaneously and efficiently.
• Discretion: Must maintain absolute confidentiality and professionalism regarding the owner and the estate.
• Communication: Outstanding written and verbal communication skills to effectively liaise between the owner, staff, vendors, and other stakeholders.
• Problem-solving: Ability to think creatively, act proactively, and resolve issues effectively under pressure.
• Cattle experience is preferred and would be beneficial but is not a primary function. Will assist in daily operations and duties on a beef cattle farm caring for cattle, including inventory, feeding, watering, health monitoring as well as maintaining barns, troughs, fences and other infrastructure.
• Landscaping experience is preferred involving the maintenance of outdoor spaces like lawns, pool, gardens and hardscapes by applying proper techniques for planting, mowing, edging, pruning, watering, applying fertilizers and pesticides, daily debris removal, seasonal cleanups, landscape lighting adjustments and irrigation repairs.

Physical/Mental Requirements

• Prolonged periods of activity: Be able to work for extended periods, which may include standing, walking, bending, and lifting. This is necessary for daily tasks and conducting comprehensive inspections of buildings, grounds, and various facilities.
• Walking on uneven terrain: The Estate can span many acres, managers must be able to traverse uneven and varied terrain, including landscaped areas, fields, paths and wooded areas.
• Ability to lift: The role may require the occasional lifting of objects, such as supplies or equipment, up to 50 pounds.
• Operating tools and equipment: Familiarity with or ability to safely and proficiently use manual tools, power tools, and other equipment for tasks.
• Climbing: The job can occasionally require climbing ladders or navigating stairs to access different parts of a property, such as roofs, attics, or storage areas and tree pruning.
• Operating a vehicle: Must often travel between different properties or sites, requiring a valid driver's license and the ability to operate a vehicle safely.
• Environmental tolerance: The role includes working outdoors in various weather conditions, such as heat, cold, or rain.
• In addition to the physical requirements, the job also requires mental stamina and a high degree of alertness. Must remain constantly aware of the multiple ongoing activities on the property, such as contractor operations and equipment usage. This position requires a well-rounded and flexible individual who can manage both the administrative and operational sides of the role and be able to pivot quickly from one task to another.

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