Facilities Operations Lead

Pocketbook Agency; New York (NY); On-site; USD 125,000 - 175,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid time off

Discretionary bonus

Job summary

Pocketbook Agency in New York seeks a Facilities Operations Lead to partner with the Estates Team and uphold estate systems, equipment, grounds, and vendor relationships.

The role is hands-on, requiring ownership mindset, strong maintenance scheduling, and the ability to manage complex estates with precision. Reporting to the Director of Estate Operations, you will protect and elevate the property day to day.

Qualifications

• 5–7 years of facilities management experience in luxury estates or high-end buildings.
• Strong mechanical aptitude and curiosity about how systems work.
• Excellent organization, attention to detail, and sound judgment.
• Strong vendor management and project coordination skills.
• Valid driver's license; ability to lift heavy items.
• Preferred: experience with landmarked properties and related NY certifications.

Responsibilities

• Build and maintain expert knowledge of estate systems, equipment, and infrastructure.
• Monitor performance of mechanical, electrical, plumbing, HVAC, irrigation, pool, and AV systems.
• Keep detailed equipment records, warranties, service histories, and schedules.
• Schedule preventative maintenance proactively, before issues arise.
• Coordinate visits with vendors and contractors; evaluate proposals.
• Perform basic troubleshooting and light repairs; escalate when needed.
• Support daily estate operations, inventory, procurement, events, and seasonal transitions.
• Track open work orders, budgets, estimates, and invoices; report weekly.

Skills

Facilities mgmt

Mechanical aptitude

Organization

Vendor management

Discretion

Ownership mindset

Driver's license

Education

New York trades certifications

Job description

A growing and team-oriented New York Family Office is seeking a Facilities Operations Lead to partner with the Estates Team. This individual will play a key role in keeping estate systems, equipment, grounds, and vendors running to the highest standards. Reporting to the Director of Estate Operations, this person builds deep knowledge of the home's full infrastructure, then uses that expertise to protect and elevate the property day to day. The role suits a hands-on professional who anticipates needs before they surface, manages service schedules with precision, and brings steady judgment to both routine upkeep and unexpected issues.

This is a long-term opportunity for someone who takes full ownership of a property's care and wants to grow within a high-standard, highly collaborative environment.

Key Responsibilities

• Build and maintain expert knowledge of all estate systems, equipment, and infrastructure, and share it fluidly with the Estates Team.
• Monitor performance of mechanical, electrical, plumbing, HVAC, irrigation, pool, and AV systems, and conduct routine inspections for maintenance needs, safety risks, and improvements.
• Keep detailed records of equipment, warranties, service histories, and schedules; help develop property SOPs and track permitting and capital improvement documentation.
• Schedule preventative maintenance proactively, before issues arise.
• Serve as primary contact for vendors and contractors, coordinate visits and projects, evaluate proposals against household standards, and monitor quality through completion.
• Perform basic troubleshooting and light hands-on repairs, assess in-house versus specialist needs, and minimize unnecessary vendor spend.
• Respond calmly to unexpected issues and stay a steady presence during disruptions.
• Support daily estate operations, inventory and procurement, deliveries, event prep, and seasonal transitions.
• Track open work orders, budgets, estimates, and invoices, and prepare status updates for weekly Estates Team meetings.

Qualifications

• Minimum 5 to 7 years of facilities management experience, ideally in luxury residential, estate, hospitality, or high-end building environments.
• Strong mechanical aptitude and genuine curiosity about how systems work.
• Exceptional organization, attention to detail, and sound judgment on internal versus outside expertise.
• Strong vendor management and project coordination skills.
• Excellent discretion, professionalism, and communication at all team levels.
• Proactive, ownership-driven mindset; works independently and collaboratively.
• Valid driver's license and ability to lift heavy items.
• Preferred: experience with landmarked properties and relevant New York or trades certifications.

Location

Manhattan, NY (residential estate); occasional travel may be required.

Compensation

125-175K DOE + comprehensive top tier benefits package + PTO + discretionary bonus

Schedule

Full-time, regular onsite attendance with some flexibility around core working hours.