Estate Manager

Pocketbook Agency; Los Angeles (CA); Hybrid; USD 80,000 - 120,000; Full time

Job summary

A family-based property management firm in California is seeking an experienced Estate Manager to oversee multiple properties. This role involves maintaining property operations, managing household staff, and implementing efficient systems. The ideal candidate possesses strong organizational skills, integrity, and is tech-savvy, proficient with smart home systems. Responsibilities include overseeing property maintenance, staff hiring, and managing logistics, requiring a flexible schedule and travel across properties. This position is well-suited for a detail-oriented professional with a background in property management.

Qualifications

• Strong background overseeing household staff and vendors.
• Highly detail-oriented with a systems driven mindset.
• Available to travel on a monthly basis with flexibility.

Responsibilities

• Oversee maintenance and operations across California properties.
• Define roles and lead hiring for household staff.
• Build and maintain centralized property dashboard.

Skills

Property management

Systems implementation

Vendor management

Project management

Tech-savvy

Discretion and confidentiality

Tools

Smart home systems (Crestron)

Notion

Airtable

Asana

Job description

A growing, high-functioning Venice Beach–based family is seeking an experienced Estate Manager to oversee three California properties (Venice, Ojai, and San Francisco). This is a highly operational role focused on property infrastructure, preventative maintenance, vendor and staff oversight, systems implementation, and household logistics as the family expands.

The ideal candidate is extremely well organized, detail-obsessed, calm under pressure, tech-savvy, and capable of building structure with a true team player mentality. This person will create and manage systems that ensure each property operates seamlessly, whether occupied or not, and will be available to travel between properties as needed.

This is a hands‑on leadership role responsible for driving property operations, ideal for someone who can run a tight ship independently while maintaining discretion and professionalism at all times.

Key Responsibilities:

Property & Infrastructure Oversight

• Oversee maintenance and operations across Venice Beach, Ojai, and San Francisco properties
• Develop and manage a comprehensive preventative maintenance program
• Create and maintain a robust master maintenance calendar (HVAC, plumbing, roofing, irrigation, pest, electrical, fire compliance)
• Conduct quarterly inspections and document findings
• Track warranties, permits, insurance, and HOA compliance
• Maintain photo documentation archive of property condition and completed work
• Oversee landscaping, irrigation systems, drainage, tree health, and fire safety compliance (Ojai focus)
• Create personnel safety and emergency plans (evacuation, earthquake, fire, flooding); serve as point person during emergencies
• Oversee security systems, access controls, and vendor clearance
• Help to prepare home for arrival of baby

Staff Management & Payroll Coordination

• Define roles and lead hiring for household staff (nannies, housekeepers, chefs, etc.)
• Conduct sourcing, reference checks, background checks, and trial days
• Draft offer letters and onboarding SOPs
• Hold weekly check‑ins and manage performance standards
• Maintain task clarity and quality control
• Manage staff scheduling and any scheduling conflicts
• Coordinate time tracking, PTO tracking, and payroll compliance
• Advise on compensation schemes, pay increases, potential bonuses, and HR‑related issues
• Liaise with accountant regarding staff tax coordination
• Works closely with key stakeholders (financial, legal, owner’s reps)

Travel & Inter‑Property Logistics

• Prepare properties ahead of family arrival (stocking, linens, climate settings, vehicle readiness)
• Manage dog logistics, care, and appointments
• Coordinate package management, mail forwarding, and security checks
• Ensure smooth transitions between residences
• Build and maintain a vetted vendor roster with backup options
• Source, vet, negotiate and manage service contracts
• Oversee interior installs, appliance coordination, furniture deliveries, and art handling
• Manage security systems, internet, and smart home platforms (Crestron experience preferred)
• Coordinate pool service, window washing, generator maintenance, EV charger installs
• Liaise with owner’s representative to ensure seamless completion of construction/renos
• Supervise non‑construction vendor projects from start to completion
• Maintain vendor database and emergency contact sheets

Systems & Documentation

• Build and maintain centralized property dashboard (Notion, Airtable, or similar)
• Author an estate manual “home bible”, functional SOPs, and internal supporting documents
• Organize insurance documents/warranties and track permits
• Create and manage property‑level budget trackers (annual property operating budgets, capital expenditure tracking, vendor expenditures, etc.)
• Provide monthly reporting: spend by property, staff cost, vendor cost, maintenance forecast, capital improvement outlook
• Develop and maintain a household inventory system
• Manage and streamline personal administrative matters for the principals with discretion and efficiency
• Implement best practices for digital and physical privacy
• Serve as a trusted liaison in handling confidential personal affairs for the principals

Qualifications:

• Strong background overseeing household staff and vendors
• Demonstrated ability to implement household operational systems, dashboards, and maintenance programs
• Highly detail‑oriented with a systems driven‑mindset
• Excellent follow‑up and follow‑through on tasks, doesn’t let the ball drop
• High financial literacy; comfortable managing budgets and reporting
• Tech‑savvy; experience with smart home systems (Crestron preferred), and additional project management tools like Asana, Notion, Airtable, etc.
• Strong project management skills with defined timelines and accountability
• Calm, solutions‑oriented decision maker
• High discretion and confidentiality, demonstrating a true sense of integrity
• Available to travel on a monthly basis (2‑7 days per month) with flexibility as needed
• Valid driver’s license; able to travel between California properties
• Clean background and strong references
• Location: Venice Beach, CA + 2 additional CA residences
• Schedule: Monday - Friday with flexibility to handle projects and emergencies as needed