Purpose of the Position
The Maintenance and Facilities Manager serves as the primary point of contact for all physical aspects of three residential properties located in Northwest Arkansas. Working in close coordination with the principals and family office, the Manager is responsible for the day-to-day and long-term stewardship of each property, ensuring they are maintained, staffed, and operated at the highest standard. This includes overseeing vendors and service relationships, directing renovation and improvement projects, and maintaining the systems, budgets, and processes that keep each property running seamlessly. The Manager brings both operational discipline and personal ownership to the role, serving not just as an administrator, but as a trusted, hands-on steward of the family's properties.
Essential Position Responsibilities
Property & Facilities Oversight. Serves as the primary point of contact for all physical aspects of the properties. Conducts routine inspections, manages preventive maintenance schedules, and addresses both major and minor issues in a timely manner. When minor issues arise, the Manager is expected to assess and, where practical, handle the repair personally rather than defaulting to a vendor call.
Vendor & Contractor Management. In coordination with the family office and principals, sources, vets, negotiates with, and oversees all third-party contractors (landscapers, HVAC, plumbers, electricians, painters, pool services, etc.). Builds and maintains a reliable vendor network across multiple geographic locations. Knows when to call a pro and when to handle it in-house.
Household Staff Oversight. Works closely with on-site staff and contractors (housekeepers, groundskeepers, and others), including scheduling, and coordinating work around the principal’s calendar and preferences. Leads by example and is willing to work alongside staff when workload demands it.
Budgeting & Expense Tracking. Maintains property-level budgets, processes invoices, tracks expenses, and reports to family office leadership. Includes capital improvement planning and cost forecasting. Find ways to reduce unnecessary vendor costs by handling routine tasks in-house when feasible.
Renovation & Project Management. In direct coordination with the principals and family office, oversees improvement or renovation projects from scoping through completion, working with architects, contractors, and designers while managing timelines and budgets. Ensures the principals and family office are kept informed and aligned at each stage of a project. Actively present on job sites; capable of identifying quality issues, flagging shortcuts, and performing punch-list walkthroughs with a trained eye.
Travel & Logistics Coordination. Prepares properties ahead of principal’s arrivals, coordinating with travel staff or household staff. This may include personally preparing a home by setting up outdoor spaces or completing last-minute touch-ups before arrival.
Security & Systems Oversight. Manages smart home systems, security platforms, alarm systems, access control, and technology infrastructure across all properties. Comfortable troubleshooting AV, Wi-Fi, irrigation, or smart home system issues directly before escalating to a vendor.
Household Purchasing & Inventories. Works in close coordination with family office and household staff to manage the procurement of household supplies, furnishings, and equipment. Oversees staff to maintain detailed inventories at each property and reorder in alignment with family office processes and approvals. May personally handle pickup, delivery, or installation of items as needed.
Maintain confidentiality and integrity in all interactions, handling sensitive matters with the utmost professionalism.
Ability to maintain flexibility, with willingness to be on call outside of traditional work hours as needed.
Participates as a member of the Family Office Team. Participates in the ongoing development, communication and implementation of team concepts, programs, and policies; coordinates work to ensure best practices with all team members. Attends appropriate team meetings. As a member of the Team, fosters strong cohesiveness regarding all major issues, e.g., direction, annual plan, budget, policy changes, etc. Accepts responsibility to quickly identify any areas that lack cohesiveness, bringing them to the attention of the team leader and working with the team in a supportive manner to resolve issues and actively look for ways, and reinforce actions needed, to achieve synergy possible within the larger organization.
Performs other duties as necessary in support of business objectives: This is a hands-on, roll-up-your-sleeves position, not a purely managerial or administrative role. The ideal candidate is equally comfortable sitting across the table from a contractor negotiating a renovation bid and picking up a wrench or leaf blower when the situation calls for it. The principals value someone who takes personal ownership of every property and steps in without being asked.
Physical Activities: Frequently walks, stands, bends, kneels, stoops, and crouches while conducting property inspections and performing hands-on maintenance tasks; regularly lifts, carries, and moves items up to 50 lbs.; occasionally lifts or moves items over 50 lbs. with assistance; climbs ladders and accesses attic or crawl spaces as needed to inspect or address property issues; works in varied indoor and outdoor environments and weather conditions, including extreme heat, cold, and inclement weather; operates handheld and power tools, lawn equipment, and other property maintenance equipment; drives personal or company vehicles between multiple property locations on a regular basis; may spend extended periods on feet during site visits, inspections, and renovation walkthroughs.
Personal Protective Equipment (PPE): As required by visiting facility.
Travel: Regular travel between three NWA properties is required; valid driver's license and reliable transportation are required; periodic travel to one out-of-state property, estimated at 4-6 times per year or as operational needs dictate; occasional travel to meet with vendors, attend industry events, or support property-related projects; flexibility to travel on short notice to support principal arrivals or respond to property emergencies.
Technical Experience: Hands-on experience with general property maintenance and repair (plumbing, electrical, HVAC, carpentry, landscaping); proficiency with smart home systems, security platforms, access control systems, and AV/Wi-Fi infrastructure; experience managing renovation or construction projects, including reading plans, managing timelines, and conducting punch-list inspections; familiarity with irrigation systems and pool/spa operations a plus; proficiency with standard business software (email, spreadsheets, property or project management platforms) for budgeting and communication purposes; experience using or learning property/facility management software preferred.
Industry Experience: 7+ years of progressive experience in property management, facilities management, or a closely related field; prior experience managing large-scale or estate properties strongly preferred; background in working with a family office or private household environment a plus; experience managing and coordinating third-party vendors and contractor relationships across multiple locations; prior supervisory or team leadership experience required.
Minimum Education: Associate’s degree or equivalent required. Valid driver’s license is required.
Preferred Education: Bachelor's degree in Facilities Management, Construction Management, Business Administration, or a related field; Certified Facility Manager (CFM), Certified Property Manager (CPM), or Residential Management Professional (RMP) designation; OSHA 10 or OSHA 30 certification; Project Management Professional (PMP) or equivalent coursework a plus.
We value military experience and welcome veterans to join our team.