Assistant Estate Manager

Kids for the Future; Suwanee (GA); On-site; USD 70,000 - 110,000; Full time

Job summary

Kids for the Future is seeking an Assistant Estate Manager to extend the Estate Manager’s reach across a multi-property portfolio. You will help keep residences ready, safe, documented, and presentation-ready; coordinate staff, vendors, travel logistics, and inventories; and support events during high-visibility periods.

The role involves hands-on collaboration with the Estate Manager and staff, flexibility for evenings and weekends, and travel between properties as needed, with local candidates

Qualifications

• 3–7+ years of experience in private household, estate, events, luxury hospitality, or related operations.
• Hands-on capability with property inspections, maintenance coordination, room and event setup, and operational troubleshooting.
• Strong communicator with concise updates and time-sensitive issue handling; high discretion and integrity.
• Willingness to travel between properties; valid driver’s license.
• Experience using Monday.com and UKG.

Responsibilities

• Oversee daily operations across primary and secondary residences and staff.
• Coordinate preventive maintenance, inspections, and capital projects.
• Maintain logs, asset registers, warranties, photos, and vendor records in Monday.com.
• Ensure residences are ready, secure, provisioned, and presentation-ready for arrivals.
• Plan travel itineraries and staff for travel and events; support recruitment and onboarding.
• Provide hands-on service during high-visibility periods and events; assist with special requests.

Skills

Estate management

Hospitality

Operations coordination

Travel logistics

Team collaboration

Discretion & integrity

Tools

Monday.com

UKG

Job description

S chedule:

Full-time; flexible and travel-responsive. Exact schedule still being determined, but will involve one weekend day.

Job Description:

We are working with a Principal whose private estate includes multiple residences and a collaborative household team. The environment is active, service-oriented, and highly discreet, with priorities shifting around owner and guest travel, property projects, events, and seasonal readiness. The successful professional will bring calm operational judgment, polished hospitality, and a willingness to work hands-on alongside the Estate Manager and household staff.

We are looking for an Assistant Estate Manager who can extend the Estate Manager’s reach across the portfolio. This person will help keep each residence ready, safe, well documented, and consistently presented; coordinate staff, vendors, maintenance, travel logistics, and inventories; and provide responsive service during high-visibility arrival, departure, and event periods. The role also collaborates with the Executive Director of the Family Office on Principal and family matters as requested.
Only candidates who are local to the area are being considered at this time.

Position Requirements:

• 3–7+ years of progressively responsible experience in private household, estate, events, luxury hospitality, or closely related operations, ideally involving multiple properties or frequent travel between sites.
• Practical, hands-on capability with property inspections, maintenance coordination, room and event setup, household service, and operational troubleshooting.
• Ability to seamlessly fit into a harmonious work environment and collaborate respectfully with a dispersed household team.
• Strong communicator, both written and verbal, with the judgment to provide concise updates and elevate time-sensitive issues.
• High level of discretion, loyalty, integrity, and honesty.
• Highly organized with an excellent eye for detail and strong scheduling, inventory, documentation, and follow-through skills.
• Comfort working in Monday.com and UKG, or the ability to complete training and become proficient quickly.
• Flexible availability for variable hours, evenings, weekends, urgent issues, events, and travel days.
• Willingness and ability to travel between properties, including occasional longer-distance travel.
• Valid driver’s license with a clean record.
• Capable of passing an extensive background check and behavior analysis interview.

Preferred Qualifications

• First aid and health and safety training.
• Formal hospitality, butler, private service, facilities, or project-management training.
• Experience supporting property openings and closings, capital projects, events, travel logistics, or specialty assets such as wine or vehicles.

Position Duties & Key Success Factors:

Multi-Property Operations & Readiness

• Assist with daily operations across primary and secondary residences, guest accommodations, outbuildings, and exterior areas.
• Conduct routine walkthroughs and formal inspection rotations, documenting property condition, deficiencies, open actions, and readiness standards.
• Coordinate preventive maintenance, repairs, seasonal preparations, property openings and closings, and capital projects.
• Maintain accurate maintenance logs, asset registers, warranties, photos, project records, and ownership assignments in Monday.com.
• Ensure residences are clean, secure, provisioned, comfortable, and presentation-ready before owner or guest arrival.
• Coordinate owner and guest movements, transportation, packing and unpacking, room setup, provisioning, handovers, staffing coverage, and special requests.
• Build and maintain clear travel plans and event itineraries with timelines, contacts, staffing assignments, vendor details, and setup and breakdown requirements.
• Travel between properties to supervise work, support events, prepare residences, or provide coverage during the Estate Manager’s absence.
• On designated travel days, pivot to hands-on service and work an extended coverage shift, typically 11:00 a.m.–10:00 p.m., as directed.
• Provide guest welcome, luggage support, refreshments, errands, driving, front-of-house assistance, valet support, and evening closeout as needed.
• Work closely with the Estate Manager to coordinate housekeepers, grounds, maintenance, drivers, chefs, Family Assistants, temporary staff, and vendors.
• Create and maintain schedules, confirm daily coverage, support cross-property staffing, and step into operational gaps when needed.
• Participate in recruitment, onboarding, training, coaching, and performance-review processes while supporting a respectful, collaborative culture.
• Provide polished table service, event support, setup and breakdown, and hands-on household assistance when required.
• Provide appropriate coverage support for the Family Assistants and Principal, including occasional driving, as assigned.
• Source contractors and suppliers, obtain and compare quotes, coordinate access and scope, monitor quality and schedule adherence, and follow through on invoices.
• Monitor household and property expenditures, reconcile receipts, flag unusual costs, and prepare expense and approval documentation.
• Maintain par levels and conduct physical checks of linens, toiletries, cleaning supplies, pantry items, wine and specialty items, uniforms, vehicle supplies, event materials, and designated personal-use supplies.
• Keep supplier contracts, compliance documents, insurance records, delivery schedules, and unresolved vendor matters organized and current.

Safety, Security & Reporting

• Help oversee keys, access credentials, alarms, gates, visitor and vendor access, camera awareness where applicable, vehicle readiness, and emergency procedures.
• Confirm first aid, fire safety, emergency contacts, incident records, and health and safety procedures remain current at each property.
• Provide concise end-of-day and weekly updates covering completed work, open issues, upcoming needs, staffing, budget concerns, and decisions required.
• Collaborate with the Executive Director of the Family Office on scheduling coordination, travel administration, special projects, documentation, personal requests, and timely follow-through.

Measures of Success

• Consistent presentation, safety, and readiness across all residences.
• Maintenance, repairs, and projects completed promptly with clear documentation and cost awareness.
• Reliable staffing coverage, strong team communication, and positive cross-property collaboration.
• Accurate Monday.com, UKG, inventory, expense, vendor, and property records.
• Discreet, calm, and prompt handling of owner requests, travel-day changes, and urgent issues.

Other Considerations:

This is a full-time, live-out role with variable hours. Evenings, weekends, and on-call availability may be required for travel, events, and urgent property matters.

• Frequent local travel between residences is expected, with occasional longer-distance travel based on household needs.
• The work combines office-based administration, hands-on supervision, driving, hospitality, and physical activity in interior and exterior environments.
• The role reports to and works in close partnership with the Estate Manager and collaborates with the Executive Director of the Family Office as requested.
• The household values flexibility, practical teamwork, clear communication, privacy, and consistent follow-through.

Physical Requirements:

• Ability to lift 40 pounds
• Frequent bending, stooping, and stretching
• Ability to negotiate a multi-story house with stairs many times a day
• Ability to use a ladder up to 6’