Deputy, COO

Are you interested in joining an organization with a global reach? In a world of shifting threats, Concentric is your trusted ally. Powered by elite professionals from military, government, and intelligence backgrounds. If you are passionate about intelligence, risk analysis, threat management, executive protection, security operations, or business resiliency, Concentric may be the organization you’ve been searching for!

Concentric is a risk consultancy specializing in delivering strategic security and intelligence services. We provide holistic, intelligent security solutions for private clients and corporations globally. Concentric offers strategic advisory services, risk assessments, physical protection, threat intelligence, open-source monitoring, program audits, secure embedded staffing, and training for security teams and intelligence analysts.  

Our ultimate goal is to be recognized as the most innovative, capable, and trusted Risk Management partner in the world, and we do this by following these core values: 
 
Integrity – Collaboration - Relationships – Excellence – Creativity - Results  

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Concentric - "Your World Secured"

We are currently looking to hire a Deputy COO to join our team embedded with our client in San Francisco, CA! This position offers a hybrid work arrangement and is open to candidates located in the San Francisco Bay Area, including the Peninsula, East Bay, North Bay, and South Bay regions.

JOB DESCRIPTION

The Deputy Chief Operating Officer (Deputy COO) will support the leadership of a private family’s Residences & Personal Services Company by overseeing the day-to-day management of the Family’s residential properties. Reporting to the COO, this role is responsible for ensuring each property is maintained to the highest standards, supervising household staff, coordinating vendors and service providers, and managing ongoing maintenance, budgets, and projects across a portfolio that includes 19 homes primarily in the Bay Area, along with properties in Marin County, Palm Springs, New York City, and Florida. The Deputy COO will serve as the primary point of contact for property-level operations, providing hands-on oversight and ensuring seamless household experiences while escalating strategic or complex matters to the COO. This position requires strong experience in luxury residential property and facilities management, excellent organizational and leadership skills, discretion, and frequent travel throughout the Bay Area, with occasional out-of-state travel.

RESPONSIBILITIES

Financial, Legal & Administrative Management

• Annual Operating & Capital Expenditure Management: As supported by the FFSO, prepare and track each property’s annual operating budget. Partner with the Families to create and execute an annual capital improvement plan per property, establishing priorities, timelines, budgets, and project teams.
• Bill Pay & Expense Controls: As supported by the FFSO, manage household and property-related expenditures, develop systems for proper documentation and reconciliation of vendor invoices and staff credit card purchases and receipts, and approve vendor payments.
• Reporting & Communications: Schedule regular meetings with the Family to review financial, legal, operational, and administrative matters and provide relevant business analytics regarding the activities of the Company. Receive feedback and communicate directives to the organization. Regularly communicate property and household activities to Family members, staff, and external stakeholders.
• Risk Management: Ensure confidentiality and discretion in all matters related to the Family. Drive and support the creation and maintenance of company-wide disaster preparedness and evacuation procedures, physical safety protocols, emergency contacts, medical support, security personnel, employee/vendor background investigations, and NDA processes to protect all Family lines and assets. Ensure proper implementation and security of all technology resources, including AV/IT, computers, phones, and devices.
• Legal & Contract Administration: Identify and engage outside legal counsel to support the new Company.
• Monitor budgets/contracts and verify adherence to all agreements. Ensure compliance with local regulations and property-related legal matters.
• Insurance Tracking: As supported by the FFSO, establish and maintain accurate coverage for the portfolio, including residences, construction projects, lots, vehicles, and high-value items.
• Database Management: Develop a property and personal services database based on site-specific needs.
• Create and maintain digital inventory documentation systems, perform regular quality and condition checks, and develop intuitive working tools and workflows.
• File Management: Institute and maintain company-wide filing systems relating to the residences, employees, vendors, tenants, operations, budgets, finances, inventories, and property development and improvement.

Human Resources & Vendor Management

• Professional Employer Organization (PEO): Manage the co-employer relationship on behalf of the Company.
• Staff Acquisition & Retention: As supported by the Company’s PEO, draft job descriptions, launch personnel searches, establish the interview process, and provide final hire recommendations to the Family, as appropriate. Perform annual performance reviews and provide salary and benefits recommendations.
• Onboarding & Training: Create and implement a comprehensive onboarding and training program to include new hire orientation and training as required to enhance job performance. Mentor staff and encourage ongoing professional development.
• Staff & Vendor Management: Facilitate communication and coordination between family members, employees, and external vendors. Ensure all vendors meet security and confidentiality protocols.
• Standard Operating Procedures: At the request of the Family, develop and oversee the preparation of standardized procedure manuals, direct quality assurance standards, and training programs.
• Employee Scheduling: Work with Family lines and staff to set priorities for their specific positions (daily, weekly, monthly, quarterly, annual, and seasonal duties) and coordinate schedule and time-off requests.
• Vendor & Supplier Relationships: Develop strong relationships with vendors and suppliers to ensure premium service delivery and competitive pricing. Appropriately represent the Company and/or the Family lines to vendors and suppliers.

Facilities & Property Management

• Family Representation: Appropriately represent the Family to neighbors, colleagues, local communities, service providers, consultants, and legal partners.
• Property Acquisition and Divestiture: Support the Family in acquiring and divesting real estate, including assessing real estate opportunities and evaluating physical property and market conditions.
• Design & Construction Management: Under each Family’s individual direction, oversee renovation, upgrades, and property improvement projects. Communicate effectively and proactively with the Family, property managers, design and construction teams, governmental officials, legal professionals, and others to meet the Family’s project objectives. Ensure the Family’s interests are represented and their goals are met
• within their identified project scope, budget, and schedule. Communicate effectively with the Family concerning project progress, schedules, and other information of interest.
• Property Advance: Travel as requested/required between properties to provide hands-on oversight of residences, including Family visit preparations and occupancy readiness, project management, and staff and vendor coaching, training, and management.
• Move Management & Storage: Coordinate and oversee physical move processes, including specialty services such as high-end furniture, AV/IT, wine collection, and art handling. Oversee management and inventory controls at all off-site storage facilities.
• Property Management & Facilities System Management: Implement systems for managing building access, maintenance logs, construction documents, equipment, user instructions, operating manuals, warranties, records, spare parts, etc., and identify and implement custom security services for each property.
• Repair & Preventative Maintenance: Develop and oversee shared service infrastructure to provide real-time maintenance support, preventative maintenance programs, and procedures for properties, systems, equipment, and vehicles. Leverage technology to ensure all project, fix-it, and Family requests are proactively
• tracked, updated, and accurately communicated. Develop, manage, and confirm the accuracy of supplier, consultant, and vendor contact lists. Ensure all service providers are appropriately scheduled and monitored by staff and perform tasks correctly. Monitor budgets/contracts and verify adherence to all agreements.
• Rental Properties & Tenant Relationships: As a representative of the Family, manage rental properties and coordinate with tenants.

Household, Personal & Special Project Services

• Household & Personal Service Delivery: As requested by the Family, act as the primary point of contact for operational concerns in housekeeping, childcare, culinary, EA/PA support, etc. Ensure that the highest level of service is consistently delivered and keep the Families informed of current operations and project progress, including periodic reports and updates.
• Organizational & Operational Communication: At the request of the Family, oversee the property's organizational standards and ensure their orderly and meticulous operation. Ensure the smooth flow of information for all personnel to perform jobs effectively and promote enhanced service to the Families.
• Property Advances: Travel as requested to properties to provide hands-on oversight of property conditions, readiness, and project progress & provide coaching, training, and relationship development of staff/vendors.
• Event Management: As requested, liaise with the Families, their assistants, property, and household staff to plan and successfully execute events and entertaining experiences.
• Collection Management: As requested, oversee the maintenance of accurate inventories of collectibles, including location, condition, curatorial or maintenance history, sales receipts, documentation, and provenance records. Ensure licensing & registration systems and collection security are in place. Assist in purchasing and selling collections content on behalf of the Family.
• Travel, Itinerary, Logistics, and Planning Oversight: As requested, support activities of the executive/personal assistant and business/professional manager teams to ensure seamless travel experiences. Source, evaluate, and contract various rental solutions for Family member vacations.
• Property Content & Personal Effect Inventory: As requested, maintain inventories, including furnishings, finishes, fixtures, storage, and archival items.

REQUIRED QUALIFICATIONS

• A minimum of ten years of proven Family Office experience in a similar senior executive role with autonomous responsibility for a stand-alone business unit or company.
• Significant experience in property management capacity, such as Owners’ Representative and/or Construction Manager.
• Demonstrated experience in all aspects and phases of luxury residential development, design, and construction project management, including contract negotiation and management, and overseeing large teams of consultants,sub-contractors, and vendors. 
• Knowledgeable of relevant local codes, property regulations, and legal requirements.
• Adept in personal service, residential property and home management, hospitality, property acquisition, and divestiture oversight.
• Familiarity with equine and ranch operations, including rangeland and natural resource management, preferred.
• Demonstrated experience maintaining a private employer’s confidentiality, safety, security, and privacy.
• Significant experience developing teams through top-tier human resource talent acquisition and best practices while ensuring optimal efficiency.
• Tech-savvy: advanced knowledge of both Google and Apple products, with demonstrable proficiency with
• Google Suite (calendar, drive, sheets, docs); calendaring programs; Microsoft Office Suite (Word, Excel,
• Outlook); Zoom and other online video communication software; PM/messaging tools.
• Personal Qualities & Character
• Must be a discreet individual who can work independently as an executive leader. The successful candidate will be a “self-starter” who can communicate organizationally and efficiently with others. Must possess high accuracy, exceptional attention to detail, and follow-through.
• Must be a critical thinker who can exercise judgment, set priorities, and cope with competing demands: excellent time management and general organizational skills.
• Ability to work closely with Family members, colleagues, employees, and vendors and promote a productive, congenial environment. Unwavering ability to tackle challenging issues openly, with tact and candor.
• Superb written and oral communication skills; a gift for distilling information into concise verbal and written formats.
• Ability to accommodate a non-traditional work schedule and remain flexible to meet the Family’s needs.
• Possess a hands-on, “No job too big or too small” attitude and have a strong moral compass and sense of personal integrity.
• This position requires up to 20% travel.

COMPENSATION & BENEFITS

• 100% employer-paid medical, dental, and vision benefits
• Medical selection of PPO or HDHP, including HSA employer contribution
• Medical FSA
• Dependent Care FSA
• Employer-paid insurance: life, STD, LTD, and AD&D
• Paid leave (vacation, sick)
• Employee Assistance Program for personal needs

Concentric and SPS Global acknowledge the systemic barriers in the security industry and recognize that removing those barriers will require a collaborative and conscious effort. Concentric and SPS Global are committed to programs and initiatives that promote diversity, equity, and inclusion, enhancing our organization and the broader community. We are creating a diverse environment and are proud to be an equal opportunity employer. We encourage people from all backgrounds to apply. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 

Concentric Advisors and SPS Global are committed to protecting the privacy and security of all applicants who submit personal information to us. You can access our GDPR and CCPA policy by clicking the GDPR button at the bottom of our career page.