Estate Management Assistant

Safehouse Security Solutions & Transport; Los Angeles (CA); On-site; USD 33,000 - 36,000; Full time

Job summary

Safehouse Security Solutions in the Los Angeles area is seeking an Estate Management Assistant to report to the Estate Manager and help oversee the daily operations of luxury estates. You will coordinate staff, vendors, and ongoing property maintenance to uphold the highest standards.

The role emphasizes a hands-on, proactive approach, meticulous organization, discretion, and excellent communication with owners and service providers.

Qualifications

• Proven track record in estate management or similar roles.
• Knowledge of Property/Facility management and budgeting.
• Ability to supervise staff, vendors, and contractors.
• Willingness to work flexible hours, including evenings and weekends for events.
• Strong organizational and communication skills, with discretion.
• Valid driver's license and ability to travel as needed.
• Background check clearance required.

Responsibilities

• Oversee day-to-day estate operations including housekeeping, grounds, and facilities.
• Coordinate and oversee regular maintenance and repairs to keep the estate in excellent condition.
• Manage relationships with contractors and service providers, gather quotes, schedule services, oversee work, and collect documentation as necessary.
• Plan and coordinate private events and functions to ensure seamless execution.
• Manage the estate's operating budget, track expenses and report on financial matters.
• Handle scheduling, correspondence and inventory management.

Skills

Estate management

Budgeting

Vendor management

Staff supervision

Event planning

Organizational skills

Communication skills

Discretion and confidentiality

Travel readiness

Customer service

Job description

Company Overview:

Safehouse Security Solutions has built its reputation on delivering world class security services and personalized protection for high-profile individuals and VIPs across the globe. As the needs of our clients evolved, our estate management team was created, Safehouse Home Team is expanding from a premier security foundation into comprehensive estate management, offering seamless oversight of luxury residences and private properties with the same level of discretion, reliability and excellence that defines our security services.

The Role:

As Estate Management Assistant for Safehouse Home Team, you will report to the Estate Manager and share responsibilities for the overall management, maintenance and upkeep of the estate(s). You will help with staff / vendor supervision, budget management, coordination of property maintenance and repair and more. You will ensure the estate is presented to the highest standards at all times. You will serve as the first point of contact for any contractors, vendors, service providers or maintenance providers for the property.

The ideal candidate is a people-driven, energetic individual with a hands-on approach who runs a tight ship. You’re a good fit for this role if you are highly organized and proactive and can provide exceptional service to property owners, staying calm under pressure and ensuring that everything runs smoothly at all times.

Customer service skills, the ability to establish trust and meticulous attention to detail are the most important qualities for this role

Key Responsibilities:

• Property Management: Oversee day-to-day operations of the estate, including housekeeping, groundskeeping and facility management.
• Maintenance & Repairs: Coordinate and oversee regular maintenance and necessary repairs, ensuring the estate is always in excellent condition.
• Vendor & Contractor Coordination: Manage relationships with external contractors and service providers, gathering quotes, scheduling services, overseeing work, collecting I-9s, NDAs and other documentation as necessary.
• Event Planning & Coordination: Help to plan and coordinate special events, gatherings and functions, ensuring everything is executed seamlessly.
• Budget Management: Manage the estate's operating budget, track expenses and report on financial matters as needed.
• Logistics & Administration: Handle administrative tasks, including scheduling, correspondence and maintaining inventories.

Qualifications:

• Proven track record working in estate management or a similar role for estates/private residences
• Strong knowledge of Property Management, Facility Management, maintenance, operations, vendor/contractor management and budgeting.
• Leadership ability, with experience managing staff, contractors and vendors.
• Ability to work flexible hours, including evenings and weekends, as needed for events or emergencies.
• Excellent organizational skills with the ability to manage multiple projects simultaneously.
• Strong communication skills, an understanding of the unique needs and security protocols for high-profile properties and clientele.
• Professional demeanor, utmost discretion, trustworthiness and the ability to maintain confidentiality.
• A hands-on approach and a proactive mindset are essential.
• Valid driver’s license and ability to travel as needed.
• Must pass an extensive background check.

Preferred Skills & Experience

• Prior experience with luxury or high-end estate management is Highly Preferred.
• Prior experience and knowledge in handling high-net worth individuals.
• Familiarity with smart home technology and property security systems.
• Bilingual English/Spanish is an asset.

Location: Los Angeles Metropolitan Area

Position Type: Part Time / Full Time

Pay: $24 - $26 per hour to start

This position pays hourly to start. There is opportunity for growth and advancement for the right individual.