Estate Manager - New York (Ideally local candidates 

New York, NY
Full-Time | Live-Out
Up to $175,000 USD DOE + Benefits

We have been exclusively retained to appoint an experienced Estate Manager to support a sophisticated ultra-high-net-worth family office overseeing a portfolio of luxury residences.

Reporting directly to the Director of Properties, this is a highly visible leadership position responsible for delivering exceptional operational standards across multiple residences while ensuring an outstanding level of service for principals and their families.

This opportunity is ideally suited to an experienced Estate Manager who thrives in fast-paced, high-expectation environments and enjoys taking ownership of complex household operations, staff leadership, capital projects and estate management.

The Opportunity

You will oversee the day-to-day operations of multiple luxury residences, ensuring each property is maintained to impeccable five-star standards. Acting as the primary operational contact for the principals, you will lead household teams, manage vendors and contractors, oversee preventative maintenance programmes, coordinate renovations and special projects, and ensure every aspect of the estate operates seamlessly.

This role requires someone who can think strategically while remaining hands-on when required, bringing exceptional organisation, discretion and hospitality expertise to every aspect of the position.

Key Responsibilities

Estate Operations

• Oversee the daily management of multiple luxury residences.
• Maintain exceptional hospitality and presentation standards across all properties.
• Conduct regular property inspections and ensure all residences remain guest-ready at all times.
• Develop and manage preventative maintenance schedules.
• Coordinate repairs, maintenance and emergency service providers.
• Maintain detailed household manuals, inventories and estate records.
• Oversee residential systems including HVAC, electrical, plumbing, pools, elevators, security systems and smart home technology.

Principal & Household Support

• Serve as the primary point of contact for principals regarding all estate matters.
• Build trusted relationships through proactive communication and exceptional service.
• Anticipate needs before they arise while maintaining complete confidentiality.
• Resolve issues efficiently with minimal supervision.

Staff Leadership

• Recruit, onboard, train and supervise household employees.
• Create schedules, establish performance expectations and conduct reviews.
• Foster a professional, service-driven household culture.
• Coordinate staffing requirements and payroll processes where required.

Vendor & Contractor Management

• Source, negotiate and manage third-party vendors and contractors.
• Obtain competitive quotations and oversee service agreements.
• Monitor contractor performance and compliance.
• Build and maintain trusted long-term supplier relationships.

Financial Management

• Prepare and manage annual operating and capital budgets.
• Review invoices and approve expenditure.
• Monitor budgets and identify opportunities to improve operational efficiency.
• Support forecasting and financial reporting alongside the wider family office team.

Project Management

• Lead renovations, capital improvements and special projects from planning through completion.
• Coordinate architects, designers, consultants and contractors.
• Manage project timelines, budgets and quality standards.
• Ensure all permits, inspections and documentation are completed.

Asset & Security Management

• Oversee valuable household assets including vehicles, artwork, wine collections and specialist equipment.
• Coordinate servicing, registrations, insurance and storage.
• Manage household security systems, access procedures and emergency preparedness plans.
• Liaise with smart home technology providers and security specialists where required.

About You

We're looking for an accomplished Estate Manager who can demonstrate:

• 10+ years' experience supporting UHNW individuals, family offices or luxury private households.
• Extensive experience managing multiple luxury residences and complex household operations.
• Strong leadership experience managing household staff and external vendors.
• Exceptional organisational and project management skills.
• Demonstrated financial management experience, including budgeting and contract negotiation.
• Strong understanding of residential building systems and preventative maintenance.
• Outstanding communication skills, emotional intelligence and professionalism.
• A calm, resourceful approach with the ability to solve problems proactively.
• Previous luxury hospitality experience within five-star hotels, resorts or private estates is highly regarded.
• Experience with smart home technologies such as Lutron, Crestron or Savant is advantageous.
• A valid driver's licence and willingness to travel as required.

What's on Offer

• Up to $175,000 USD depending on experience.
• Comprehensive benefits package.
• Performance incentives.
• Long-term opportunity within a highly professional family office.
• The chance to oversee an exceptional portfolio of luxury residences while working alongside an experienced Director of Properties and private office leadership team.

Applicants must have legal authorisation to work in the United States.