Operations Assistant

Legacy Home Concierge; Wilmington (DE); On-site; USD 60,000 - 90,000; Full time

Job summary

Legacy Home Concierge seeks an Estate Concierge to manage on-site property health, vendor coordination, and meticulous documentation. The role acts as a trusted liaison for executives, families, and professional partners, ensuring security, maintenance, and asset integrity across estates.

The ideal candidate is highly organized, tech-savvy, discrete, and able to navigate CRM tools and Notion with precision.

Qualifications

• Experience conducting on-site inspections of high-value estates.
• Ability to manage vendors and source bids with careful evaluation.
• Proficiency with CRM tools and project tracking systems.
• Familiarity with collaboration tools like Notion and Slack.
• Detail-oriented and data-driven documentation habits.

Responsibilities

• Property Stewardship: Conduct regular site inspections to verify security, maintenance, and asset inventory.
• Emergency Readiness: Execute established protocols for urgent property issues with calm decisiveness.
• Vendor Coordination: Source, vet, and manage bids from contractors; ensure work meets standards.
• Real-Time Documentation: Upload photos and status notes via Company Cam and Notion within 2 hours of site departure.
• Operational Support: Assist with CRM management and project tracking to reclaim capacity for the executive team.

Skills

Property inspections

Vendor coordination

CRM tools

Notion

Tech-savvy

Tools

Company Cam

Notion

Slack

CRM tools

Job description

At The Legacy Home Concierge, we provide high-level fiduciary support and estate transition management for families, executors, and professional partners. We specialize in the "heavy lifting" of estate management—ensuring properties are secured, assets are protected, and transitions are handled with the highest degree of professionalism. We are looking for an Estate Concierge to serve as a vital "force multiplier" for our executive team.

The Role

This is not a traditional administrative role. As an Estate Concierge, you are our eyes and ears on the ground. You are a "High-Agency" individual: someone who doesn't just identify a problem, but documents it and presents a path to a solution. You will be responsible for the logistical health of our properties, coordinating vendors, and ensuring our internal data reflects the exact status of every project with surgical precision.

A Day in the Life

• Morning: Conduct an on-site inspection of a high-value estate, using Company Cam to document security and maintenance needs with time-stamped photos.
• Mid-Day: From your remote office, source and vet three competitive bids for a specialized repair, updating the project status in Notion.
• Afternoon: Execute an emergency protocol because a vendor discovered a leak, coordinating with the Operations Manager to ensure the property is stabilized before the end of the day.

Key Responsibilities

• Property Stewardship: Conduct regular site inspections to verify security, maintenance, and asset inventory.
• Emergency Readiness: Execute established protocols for urgent property issues (e.g., leaks, security breaches) with a calm, decisive presence.
• Vendor Coordination: Source, vet, and manage bids from contractors and specialty trades; ensure work is completed to brand standards.
• Real-Time Documentation: Maintain impeccable digital records by uploading photos and status notes via Company Cam and Notion within 2 hours of site departure.
• Operational Support: Assist with CRM management (Follow Up Boss) a nd project tracking to reclaim capacity for the executive team.

Schedule & Availability

We believe in high-accountability and flexibility. To succeed, you must have:

• Core Availability: Consistency on Tuesday, Wednesday, and Thursday for property visits and team syncs.
• Flex Time: Availability on Monday and Friday for administrative completion and project overflow.
• Communication: A commitment to "Inbox Zero" responsiveness during business hours (4-hour acknowledgement rule).

The Ideal Candidate

• Socially Fluid: Equally comfortable talking to an HVAC technician as you are with an attorney or a high-net-worth executor.
• Compassionate Professionalism: Discrete and empathetic when encountering families in transition.
• Tech-Savvy: You navigate apps like Notion, Slack, and CRM tools with ease.
• Detail-Obsessed: You take pride in the accuracy of your notes and follow instructions to the letter.
• Reliable: You have a dependable vehicle and a valid driver’s license.