Job Description

Job Description

Senior Estate Manager Job Description

Position Title: Senior Estate Manager

Location: Marin County, CA (Hybrid – On-site & Remote- Must live in Marin)

Employment Type: Independent Contractor, Part-time, with potential to expand based on performance

Compensation: Competitive, based on experience

About Us

We are a boutique estate and lifestyle management company serving high-net-worth clients in Marin County and the surrounding areas. We provide high-touch estate, property, and lifestyle services rooted in discretion, personalization, and excellence. Our mission is to deliver peace of mind by proactively managing the details of our clients’ homes and lives so they can focus on what matters most.

With a values-driven culture built on trust, professionalism, and adaptability, we are experiencing rapid growth and entering an exciting new chapter. We are expanding our team of Estate Managers to bring in more experienced leadership to help steward this next phase. You’ll be joining a small but mighty group of professionals who genuinely care about our clients, and one another.

Position Overview

Estate Managers (EMs) are the cornerstone of our service delivery. They act as the primary point of contact for a small portfolio of client properties, managing all aspects of home care, vendor coordination, seasonal planning, and household operations. EMs are both trusted advisors and hands-on project managers, balancing strategic oversight with everyday problem-solving. Their role is to anticipate needs before they arise and ensure each property operates smoothly, safely, and beautifully.

As a Senior Estate Manager , you will take on expanded leadership responsibilities. In addition to the core duties of an EM, you will lead client onboarding, manage complex projects, and serve as a mentor and problem solver for other EMs. You will play a key role in proactively evaluating all client properties, identifying potential projects, and addressing maintenance issues before they escalate.

Key Responsibilities

Client Relationship Management

• Serve as the primary liaison between the company and assigned clients
• Provide consistent updates, recommendations, and transparency in service delivery
• Conduct property walkthroughs and develop personalized property care plans
• Deliver concierge-level service with professionalism, warmth, and discretion



Property Oversight & Proactive Maintenance

• Perform routine site visits across client properties to identify needs and inspect vendor work
• Provide guidance and oversight to EMs to ensure maintenance, repairs, and seasonal projects are strategically managed and completed on schedule
• Maintain both micro and macro awareness of all client properties and projects
• Create and maintain detailed home profiles, seasonal schedules, and maintenance logs

Large Project Management

• Design and manage comprehensive scopes of work, including budgets, timelines, vendor rosters, schedules, permitting, and compliance
• Sequence and coordinate projects, aligning architects, contractors, inspectors, HOAs, and internal stakeholders around shared expectations
• Lead check-ins and reporting, escalating risks early and ensuring projects remain on time and within budget
• Consistently advocate for the client’s best interests while collaborating diplomatically with all parties
• Maintain thorough documentation (change orders, approvals, inspections, close-out materials) and ensure a seamless transition to ongoing operations

Vendor & Project Management

• Source, vet, and manage a trusted vendor network
• Solicit and compare bids, schedule services, and negotiate contracts when needed
• Oversee projects of all sizes from concept to completion, ensuring quality and timeliness
• Act as quality control for clients by documenting work, resolving issues, and escalating concerns when necessary

Administrative & Operational Systems

• Use company systems to track hours, manage projects, and coordinate with internal teams
• Document all work, communications, vendor details, and service history in real time
• Submit hours and expenses promptly and maintain accurate receipts
• Manage client calendars, checklists, and property-wide task lists
• Contribute to the development of internal tools and resources (manuals, SOPs, templates)

Emergency & After-Hours Support

• Respond to urgent property needs or client emergencies outside regular business hours when required
• Remain calm and solutions-oriented when leading clients and vendors through high-pressure situations

Qualifications & Skills

Required Experience & Skills

• 8+ years of experience in luxury real estate, estate management, hospitality, or real estate development
• Proficiency with Google Workspace, project management tools (Asana), CRM software, and time-tracking systems. Familiarity with AI tools is a bonus.
• Exceptional emotional intelligence, communication, organizational, and follow-through skills
• Ability to manage multiple clients, properties, vendors, and priorities simultaneously
• Experience working directly with high-net-worth individuals and families preferred
• Comfortable in leadership positions and training others

Attributes for Success

• Professionalism, discretion, and emotional intelligence
• A calm, resourceful approach to complex problem-solving
• Strong attention to detail with a proactive mindset
• Willingness to roll up your sleeves - no task is too small
• Desire to grow with a dynamic and evolving company

Why Join Us?

You’ll be supported by a thoughtful team, guided by the leadership of our CEO, and equipped with the tools and resources you need to thrive. We are a close-knit group, aligned in our values and passions, and connected as a community both inside and outside of work.

We’re more than a service provider, we’re setting a new standard in estate and lifestyle management. As a Senior Estate Manager, you’ll have the flexibility to shape your schedule, engage in meaningful work, and grow with a company that is evolving quickly. We are deeply committed to your professional development, offering mentorship, clear growth pathways, and continuous learning opportunities to help you excel.

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