Estate Manager

Mahler Private Staffing; Indianapolis (IN); On-site; USD 150,000 - 180,000; Full time

Benefits offered by this job

401(k) with employer match

Private housing provided

Job summary

Mahler Private Staffing seeks an experienced Estate Manager to oversee three high-end private residences near Indianapolis. This hands-on leadership role combines elite property management with a genuine service mindset, coordinating staff, vendors, maintenance and household systems to keep homes ready for the family.

The ideal candidate learns the family’s preferences, maintains rigorous records, manages budgets, and ensures safety, confidentiality and seamless travel logistics.

Qualifications

• 5+ years of estate management, luxury property management, private service or related hospitality leadership experience
• Genuine service mindset with a natural ability to anticipate needs
• Experience supporting a principal and understanding the standards of a high-end private residence
• Strong knowledge of residential property operations and preventative maintenance
• Experience leading household staff and managing vendors and contractors
• Ability to manage multiple properties, projects and priorities simultaneously
• Working knowledge of HVAC, mechanical systems, AV/IT, security and home automation
• Familiarity with systems such as Crestron, Control4 and Lutron
• Strong administrative, organizational and project management skills
• Comfortable being hands-on and personally addressing issues when needed
• Calm, polished and professional with excellent judgment
• Highly observant with strong attention to detail and follow-through
• Valid driver's license
• Willingness to learn and uphold specific home protocols
• Flexibility for occasional weekend and seasonal needs

Responsibilities

• Oversee daily operations and long-term maintenance of three neighboring private residences
• Ensure a consistently high level of service and readiness for the family and guests
• Learn preferences and proactively anticipate household and property needs
• Prepare residences thoroughly for arrivals and ensure all details are addressed
• Remain attentive and responsive while the family is in residence
• Conduct regular property walkthroughs and identify maintenance, safety and operational needs
• Develop and manage preventative maintenance schedules for HVAC, mechanical systems, appliances and home technology
• Coordinate seasonal property needs, including winterization, landscaping and property transitions
• Source, schedule and oversee contractors, vendors and specialty service providers
• Lead and support the current staff
• Establish clear responsibilities and maintain consistent household and service standards across the team
• Manage household budgets, expenses, purchasing and financial tracking
• Maintain accurate property, asset, warranty, insurance and maintenance records
• Oversee security systems, access control, safety protocols and emergency procedures
• Coordinate packing, home openings and closings and other property-related logistics surrounding family travel
• Provide proactive communication regarding property status, projects and upcoming needsMaintain and enforce strict fragrance-free, chemical-free and allergy-safe protocols with staff and vendors
• Maintain complete confidentiality and discretion at all times

Skills

Estate management

Luxury property management

Staff management

Vendor management

Project management

HVAC knowledge

Home automation

Crestron

Control4

Lutron

Tools

Crestron

Control4

Lutron

Job description

A private family is seeking an experienced Estate Manager to oversee three high-end residential properties located near one another in the Indianapolis area.

This is a hands-on leadership role for an estate professional who combines strong property management experience with a genuine heart for service. The Estate Manager will oversee the properties, staff, vendors, maintenance and household systems while ensuring the residences are always well maintained and fully prepared for the family.

Equally important is someone who understands thoughtful, anticipatory service. The ideal candidate will learn the family’s preferences, notice the details and take genuine pride in creating a home where they feel comfortable, supported and well cared for.

Responsibilities

• Oversee daily operations and long-term maintenance of three neighboring private residences
• Ensure a consistently high level of service and readiness for the family and guests
• Learn preferences and proactively anticipate household and property needs
• Prepare residences thoroughly for arrivals and ensure all details are addressed
• Remain attentive and responsive while the family is in residence
• Conduct regular property walkthroughs and identify maintenance, safety and operational needs
• Develop and manage preventative maintenance schedules for HVAC, mechanical systems, appliances and home technology
• Coordinate seasonal property needs, including winterization, landscaping and property transitions
• Source, schedule and oversee contractors, vendors and specialty service providers
• Lead and support the current staff
• Establish clear responsibilities and maintain consistent household and service standards across the team
• Manage household budgets, expenses, purchasing and financial tracking
• Maintain accurate property, asset, warranty, insurance and maintenance records
• Oversee security systems, access control, safety protocols and emergency procedures
• Coordinate packing, home openings and closings and other property-related logistics surrounding family travel
• Provide proactive communication regarding property status, projects and upcoming needsMaintain and enforce strict fragrance-free, chemical-free and allergy-safe protocols with staff and vendors
• Maintain complete confidentiality and discretion at all times

Qualifications

• 5+ years of estate management, luxury property management, private service or related hospitality leadership experience
• Genuine service mindset with a natural ability to anticipate needs
• Experience supporting a principal and understanding the standards of a high-end private residence
• Strong knowledge of residential property operations and preventative maintenance
• Experience leading household staff and managing vendors and contractors
• Ability to manage multiple properties, projects and priorities simultaneously
• Working knowledge of HVAC, mechanical systems, AV/IT, security and home automation
• Familiarity with systems such as Crestron, Control4 and Lutron
• Strong administrative, organizational and project management skills
• Comfortable being hands-on and personally addressing issues when needed
• Calm, polished and professional with excellent judgment
• Highly observant with strong attention to detail and follow-through
• Valid driver's license
• Willingness to learn and uphold specific home protocols
• Flexibility for occasional weekend and seasonal needs

Schedule

Full-time, Monday-Friday with on-call availability during the week and occasional weekend and seasonal support.

• $150,000 - $180,000 annually, with flexibility for the right candidate
• 401(k) with employer match
• Open to candidates relocating for the opportunity
• Private housing can be provided