Estate Manager

The Grapevine Agency; Atherton (CA); On-site; USD 225,000 - 375,000; Full time

Job summary

The Grapevine Agency is seeking an accomplished Estate Manager for a large, multi-dwelling UHNW estate in Northern California. The role requires leadership, strategic planning, and proactive operation of day-to-day mansion needs.

The ideal candidate will manage staff, coordinate with vendors, and implement SOPs to keep all residences running smoothly with discretion and precision.

Qualifications

• Significant Estate Manager or Director of Residences experience within a UHNW private household.
• Experience overseeing large, complex estates and/or multiple residences.
• Proven ability to lead, motivate and retain high-performing household teams.
• Demonstrated success in fast-paced environments with multiple priorities and workstreams.
• Strong knowledge of luxury residential operations, maintenance and preventative maintenance.
• Experience overseeing construction, renovations, repairs and capital projects.
• Ability to create SOPs, systems and operational infrastructure that improve efficiency and accountability.
• Strong vendor, contractor and budget management experience.
• Proactive, solutions-oriented with strong problem anticipation.
• Calm, polished leadership style with high discretion.

Responsibilities

• Oversee day-to-day operations across the primary estate and nearby residences.
• Lead and manage household staff, including schedules and performance.
• Create and refine SOPs, systems, maintenance schedules and best practices.
• Anticipate needs and implement proactive solutions rather than react.
• Manage multiple priorities across staffing, property ops, maintenance, vendors and projects.
• Oversee repairs, renovations and capital improvement projects.
• Manage vendors, contractors, budgets, purchasing and expenses.
• Conduct regular property walkthroughs and uphold high standards across residences.
• Ensure staffing levels and workloads are well structured and cohesive.
• Delegate effectively while ensuring accountability and high standards.
• Collaborate with principals and family office while driving day-to-day operations.

Skills

Estate management

Team leadership

Budget management

Vendor management

Capital projects oversight

Discretion & confidentiality

Operations planning

Job description

Estate Manager – UHNW Family Northern California

Compensation: Up to 375K plus DOE + Benefits

Northern CA -- Atherton area

PREFER closer to LOCAL open to RELOCATION FOR THE RIGHT PERSON

Hours: MUST be open to a fluid and flexible and demanding work schedule

A wonderful UHNW family in Northern California is seeking a seasoned Estate Manager to oversee a large primary estate with several dwellings, along with additional smaller residences located nearby, and to lead an established household team.

The ideal candidate is calm, polished, discerning and highly proactive—someone who anticipates needs rather than simply reacting to them. This is a fast-paced and multifaceted environment with numerous moving verticals, and the Estate Manager must be able to see the bigger picture, identify gaps, prioritize effectively, and create the systems, SOPs and structure needed to keep the entire operation running seamlessly.

This is a true leadership role for someone who understands how to manage people, properties and processes simultaneously. They should bring cohesion across staff, vendors, projects and household operations while ensuring the team is well supported, responsibilities are clearly defined, and issues are addressed before they become problems.

Responsibilities

• Oversee all day-to-day operations across the primary estate, its multiple dwellings and nearby residences.


• Lead and manage household staff, including schedules, responsibilities, performance and team communication.


• Create and continually refine SOPs, systems, preventative maintenance schedules and operational best practices.


• Anticipate needs, identify potential issues and implement solutions rather than operating reactively.


• Manage multiple concurrent priorities and moving verticals across staffing, property operations, maintenance, vendors and projects.


• Oversee repairs, construction, renovations and capital improvement projects.


• Manage vendors, contractors, budgets, purchasing and operational expenses.


• Conduct regular property walkthroughs and maintain consistently exceptional standards across all residences.


• Ensure staffing levels, workloads and responsibilities are thoughtfully structured so the team remains cohesive, productive and well supported.


• Delegate effectively and ensure staff and resources are utilized appropriately.


• Partner closely with the principals and family office while independently driving day-to-day operations and follow-through.


• Maintain the highest level of discretion, professionalism and confidentiality.

Qualifications

• Significant Estate Manager or Director of Residences experience within a UHNW private household.


• Experience overseeing large, complex estates and/or multiple residences.


• Proven ability to lead, motivate and retain high-performing household teams.


• Demonstrated success operating in complex, fast-paced environments with multiple simultaneous priorities and workstreams.


• Strong knowledge of luxury residential operations, property maintenance and preventative maintenance.


• Experience overseeing construction, renovations, repairs and capital projects.


• Proven ability to create SOPs, systems and operational infrastructure that improve efficiency and accountability.


• Strong vendor, contractor and budget management experience.


• Exceptionally proactive, solutions-oriented and skilled at anticipating needs.


• Calm, polished and emotionally intelligent leadership style.


• Excellent judgment, organization, prioritization and attention to detail.


• Ability to delegate effectively while maintaining accountability and consistently high standards.


• Exceptional discretion, professionalism and respect for confidentiality.