Overview
Estate ManagerPrivate Residence · Atherton, California | Full-Time · Long-Term
Our client is moving into a large estate in Atherton and is seeking an experienced Estate Manager to oversee the day-to-day operations of the property. The home already has established vendors, maintenance routines, and household staff in place, so you’ll guide the household through the transition, taking stock of what’s there, keeping what works well, and building from it. The role is dedicated entirely to the Atherton property and does not include personal assistance or the management of other residences.
This position leans toward technical estate and property management. Construction and project management experience is essential, along with a strong working knowledge of sophisticated residential systems. You won't be expected to make repairs yourself, but you should be technically minded enough to troubleshoot issues, manage contractors with confidence, and spot maintenance needs before they become problems. The ideal candidate is proactive, resourceful, and comfortable independently managing day-to-day operations, while exercising sound judgment about when to escalate significant decisions, expenditures, or issues to the household.
The household values privacy, independence, and professional boundaries, so discretion and sound judgment are essential. You'll be a clear, steady communicator who provides concise weekly updates on property operations, ongoing projects, upcoming maintenance, and any decisions requiring the household’s attention, and know when to escalate urgent issues promptly. You're organized and detail-oriented, comfortable stepping into an established home, and able to lead staff and vendors with respect while holding the property to a very high standard.
The ideal start date is early to mid-November so you can be part of the transition from day one.
The Property
- A 12,000 square foot main residence
- Pool house with a kitchen and bedroom
- Just over one acre of grounds
- Possible future expansion, including additional property
Key Responsibilities
Transition to New Ownership
- Lead the transition of the property to its new owners, including move-in.
- Maintain continuity with existing vendors and service providers while evaluating each relationship.
- Review and update preventative maintenance schedules already in place.
- Document all home systems, including HVAC, plumbing, electrical, security, water management and leak detection, pool, irrigation, and integrated home technology.
- Review existing contracts, warranties, and service agreements.
- Establish clear emergency procedures and property documentation.
- Develop and manage the property’s annual operating budget, track expenses, review vendor invoices, and oversee project expenditures. Identify opportunities to improve operational efficiency without compromising quality.
Construction & Project Management
- Review the inspection punch list and coordinate with contractors to complete the work.
- Manage projects end to end, including electrical repairs, installing AC in the pool house, replacing carpet with wood flooring, replacing doors, and testing water quality and installing a filtration system.
- Serve as the owner's representative on all projects, keeping timelines, budgets, and quality on track.
- Prepare for larger renovation projects in the future.
Technical Property Management
- Oversee the performance of all residential systems and serve as the first point of contact when issues arise.
- Troubleshoot problems, determine the right course of action, and bring in the appropriate specialists.
- Proactively identify maintenance needs and address them before they escalate.
Staff & Vendor Management
- Evaluate and oversee existing household staff, including a longtime housekeeper, and manage the transition or hiring of additional staff as needed.
- Hire additional household help as needed.
- Oversee gardeners, pool service, security, and other service providers.
- Build on the existing vendor network with additional trusted contractors and specialty trades as needed.
Ongoing Property Care
- Own the ongoing maintenance and care of the home and grounds.
- Conduct regular property walkthroughs and flag issues proactively.
- Manage a preventative maintenance calendar covering recurring service, inspections, and seasonal work.
- Keep organized records of vendors, service history, warranties, and home systems.
- Coordinate the occasional small dinner or business meeting at the home.
Qualifications
- Legally authorized to work in the US.
- Must be within a commutable distance to Atherton, California.
- Able to undergo an in-depth background check and provide excellent employment references.
- A minimum of 7+ years of experience in luxury residential estate management, property management, or a closely related field, with demonstrated responsibility for complex residential properties.
- Strong background in construction and project management, with experience overseeing contractors, repairs, and renovation work.
- Technical knowledge of sophisticated residential systems, including HVAC, plumbing, electrical, security, water management and leak detection, pool systems, and integrated home technology.
- Experience taking over an established property and managing existing staff and vendor relationships.
- Possess an established network of Bay Area vendors and contractors.
- Experience hiring and managing household staff.
- Proficient in Google Workspace, with the ability to move the household onto more advanced platforms over time.
Compensation and Benefits
- $190,000+ annual base salary, depending on experience
- Monthly healthcare stipend for employee
- 20 paid vacation days
- 5 paid sick days
- Year-end discretionary bonus
- Retirement plan
DM Estate Staffing is a domestic staffing firm headquartered in Silicon Valley, dedicated to connecting exceptional Private Service Professionals with private clients and family offices across the United States. Built over more than a decade on referrals and repeat clients, we have grown thoughtfully by doing one thing well: finding the right person for the right home.
Every member of our recruiting team has worked personally in the homes of prominent private clients, as estate managers, private chefs, household leaders, and more. That lived experience is what sets us apart. We don't just understand private service in theory; we've navigated its nuances, its demands, and its deeply personal nature from the inside. That perspective shapes every search we conduct and every candidate we represent.
We encourage you to regularly explore our job board and apply for any roles that align with your experience and aspirations. When your background aligns with what our clients are looking for, we will be in touch. We hope to have the opportunity to work with you soon.