Estate Manager

Sage Haus LLC.; Laguna Beach, Northern (CA, KY); Hybrid; USD 69,000 - 83,000; Part time

Job summary

Sage Haus LLC. seeks an Estate Manager to oversee a private vacation residence in Laguna Beach, CA. This is a part-time (1099) contractor role offering 10–15 hours monthly with flexible scheduling around seasonal visits.

Compensation is $50–$60 per hour based on experience. You will act as the trusted local representative, coordinating vendors, managing maintenance calendars, and ensuring the home remains secure, organized, and guest-ready whether the family is present or away.

Qualifications

• Experience in Estate/House/Property management or similar high-trust role.
• Ability to independently oversee a private residence with minimal supervision.
• Strong vendor, project management, organizational, and administrative skills.
• Excellent written and verbal communication.
• Discretion and ability to manage confidential household information.
• Comfortable using email, calendars, shared docs, spreadsheets, and digital tracking tools.
• Reliable transportation and ability to travel to the Laguna Beach property.

Responsibilities

• Serve as the family's trusted local representative and eyes and ears of the property.
• Conduct proactive weekly property walkthroughs and identify maintenance, safety, organization, and readiness needs.
• Maintain understanding of home systems, vendors, recurring maintenance, and seasonal requirements.
• Create and maintain an annual property maintenance calendar covering recurring, seasonal, and preventative needs.
• Proactively identify issues, recommend solutions, and oversee follow-through from identification through completion.
• Ensure the residence remains secure, orderly, maintained, and cared for while the family is away.
• Maintain organized property documentation, including vendors, service history, upcoming maintenance, and completed projects.
• Coordinate and oversee cleaners, landscapers, contractors, repair professionals, and specialty vendors.
• Research vendors and obtain & negotiate quotes for repairs, maintenance, and one-off projects.
• Schedule appointments, coordinate property access, and ensure work is completed to a high standard.
• Oversee recurring preventative maintenance, including HVAC, water systems, windows, flooring, landscaping, and other property needs.
• Maintain clear records of vendors, estimates, invoices, service dates, and upcoming work.
• Communicate transparently with the family regarding recommendations, costs, timelines, and completed projects.
• Maintain thoughtful organization systems throughout key household spaces, including pantry, linens, storage, and supplies.
• Monitor inventory and proactively replenish approved household essentials.
• Manage household orders and recurring supplies as needed.
• Provide light indoor plant care and address minor household needs when appropriate.
• Collaborate with the existing house cleaner to maintain consistent household standards.
• Coordinate annual vehicle servicing, preventative maintenance, detailing, and other vehicle needs.
• Ensure household vehicles are appropriately maintained and ready for family visits.
• Maintain a repository of House Knowledge in terms of vendor contact details, brands of specific items for future replacement.

Skills

Discretion

Project management

Vendor coordination

Communication

Tools

Email

Calendars

Spreadsheets

Documentation tools

Job description

Estate Manager

Location: Laguna Beach, California | 92651

Employment Type: Part-Time (1099 Contractor). Approximately 10–15 hours per month, with hours fluctuating based on property needs and the family's seasonal visits.

Schedule: Flexible based on property and seasonal needs

Compensation: $50–$60 per hour, based on experience.

Requirements

• Previous professional experience in Estate Management, House Management, Private Service, Property Management, or a comparable high-trust role strongly preferred.
• Proven ability to independently oversee a private residence with minimal supervision.
• Strong vendor, project management, organizational, and administrative skills.
• Excellent written and verbal communication.
• High level of discretion and ability to appropriately manage confidential household and family information.
• Comfortable using email, calendars, shared documents, spreadsheets, and digital tracking tools.
• Reliable transportation and ability to travel to the Laguna Beach property as need.
• Ability to maintain a smoke-free environment.
• Willingness and ability to sign an NDA.

About the Family

This is a thoughtfully maintained private family vacation residence in beautiful Laguna Beach. The family primarily resides internationally between Europe and Asia and uses the California property seasonally throughout the year.

Because the home is a vacation home, the family is seeking a trusted professional to serve as their eyes and ears on the ground — someone who takes pride in knowing the property, anticipating needs, and ensuring the home is consistently cared for whether the family is in residence or thousands of miles away.

The family is kind, mindful, and highly respectful of the professionals who support their household. They value privacy, transparency, clear communication, accountability, and exceptional follow-through.

A dedicated house cleaner is already employed. The Estate Manager will collaborate with the cleaner and established household vendors while independently overseeing the broader care, maintenance, and readiness of the property.

Who You Are

You are a seasoned, polished, and highly trustworthy professional who takes genuine ownership of the properties and people you support.

You naturally notice details others may miss, anticipate needs, and follow responsibilities through to completion. You are comfortable working independently while keeping owners informed through concise, professional communication and organized digital documentation.

You are:

• Accountable with exceptional follow-through in all aspects of Estate Management
• Resourceful, solutions-focused, and comfortable exercising sound independent judgment.
• Experienced coordinating vendors, contractors, maintenance, and household projects.
• Skilled at creating systems, schedules, documentation, and processes.
• Highly organized, detail-oriented, and proactive, with the ability to have attention to urgency or emergency situations regarding the Estate.
• Professional and polished in written and verbal communication.
• Discreet and deeply respectful of family privacy.
• Thoughtful with time, budgets, and household resources.
• Comfortable working independently while remaining highly accountable to weekly, monthly, and seasonal priorities.
• Flexible around the natural ebbs and flows of a seasonally occupied residence.
• Interested in becoming a trusted, long-term steward of the family's home.

Key Responsibilities

Estate Management

• Serve as the family's trusted local representative and eyes and ears of the property.
• Conduct proactive weekly property walkthroughs and identify maintenance, safety, organization, and readiness needs.
• Maintain a top-down understanding of the home's systems, vendors, recurring maintenance, and seasonal requirements.
• Create and maintain an annual property maintenance calendar covering recurring, seasonal, and preventative needs.
• Proactively identify issues, recommend solutions, and oversee follow-through from identification through completion.
• Ensure the residence remains secure, orderly, maintained, and cared for while the family is away.
• Maintain organized property documentation, including vendors, service history, upcoming maintenance, and completed projects.

Vendor & Property Oversight

• Coordinate and oversee cleaners, landscapers, contractors, repair professionals, and specialty vendors.
• Research vendors and obtain & negotiate quotes for repairs, maintenance, and one-off projects.
• Schedule appointments, coordinate property access, and ensure work is completed to a high standard.
• Oversee recurring preventative maintenance, including HVAC, water systems, windows, flooring, landscaping, and other property needs.
• Maintain clear records of vendors, estimates, invoices, service dates, and upcoming work.
• Communicate transparently with the family regarding recommendations, costs, timelines, and completed projects.

Household Organization & Readiness

• Maintain thoughtful organization systems throughout key household spaces, including pantry, linens, storage, and household supplies.
• Monitor inventory and proactively replenish approved household essentials.
• Manage household orders and recurring supplies as needed.
• Provide light indoor plant care and address minor household needs when appropriate.
• Collaborate with the existing house cleaner to maintain consistent household standards.
• Coordinate annual vehicle servicing, preventative maintenance, detailing, and other vehicle needs.

• Ensure household vehicles are appropriately maintained and ready for family visits.
• Maintain a repository of House Knowledge in terms of key vendor contact details, brands of specific items for future replacement / maintenance purchases, etc.

Family Arrival, Departure & Guest-Ready Support

• Prepare the residence to a polished, guest-ready standard before family arrivals.
• Coordinate cleaning, stocking, maintenance, household essentials, and property readiness.
• Anticipate seasonal and hosting needs, particularly around holidays and extended stays.
• Complete post-departure walkthroughs and resets, ensuring the residence is secure, orderly, and properly prepared for periods of vacancy.

Administrative & Executive Support

• Manage household mail, packages, deliveries, and occasional returns according to family preferences.

• Provide concise weekly updates covering completed work, open items, upcoming needs, and relevant property observations.
• Maintain digital documentation of household systems, vendors, projects, and maintenance schedules.
• Track approved household expenses, invoices, receipts, and project costs.
• Communicate professionally and efficiently via email, text, Zoom, and agreed-upon communication channels.
• Maintain exceptional follow-through, allowing the family to confidently delegate property responsibilities.