Estate Manager

Athena Group Advisors

Athena Group Advisors (“Athena”) is the dedicated multi-family office of an investment firm.

 

Position Overview

Athena is seeking an Estate Manager to join our dynamic and expanding team. This role reports to the Director of Property Management.  

 

Candidates must be familiar with family office / UHNW and high-net-worth clients and possess the ability and resourcefulness to proactively manage their day-to-day responsibilities and actively solve problems to achieve high-impact desired results. With the support of the firm, you’ll have the opportunity to develop and pursue creative approaches to resolve client issues.

 

The Estate Manager is responsible for the comprehensive oversight of luxury residences and related assets for multiple clients. This role ensures each property is maintained to five-star hospitality standards while managing staff, vendors, budgets, maintenance, and special projects. The Estate Manager serves as the primary operational point of contact for assigned principals and collaborates closely with the Director of Property Management and family office leadership.

 

Key responsibilities include, but are not limited to: 

• Estate Management
  • Oversee daily operations of primary residences, vacation homes, and investment properties
  • Perform regular inspections to ensure each property is maintained to the highest standards
  • Develop and manage detailed preventative maintenance schedules
  • Coordinate all repairs, service calls, and emergency responses
  • Maintain accurate property manuals, asset inventories, and maintenance records
  • Ensure all building systems (HVAC, plumbing, electrical, security, pools, elevators, and specialty systems) are fully operational
• Staff Management
  • Recruit, onboard, train, and supervise household staff
  • Develop schedules, job descriptions, and performance reviews
  • Coordinate payroll
• Vendor Management
  • Source, vet, negotiate, and oversee third-party service providers
  • Obtain competitive bids and negotiate favorable pricing and service agreements
  • Verify insurance certificates, contracts, and compliance documentation
  • Monitor vendor performance and accountability
• Financial Management
  • Prepare and manage operating and capital budgets
  • Review invoices and approve expenses in accordance with delegated authority
  • Track spending against budget and identify cost-saving opportunities
  • Coordinate with Athena’s finance and accounting team on reporting, accruals, and forecasting
• Project Management
  • Manage renovations, capital improvements, and special projects from concept through completion
  • Coordinate architects, designers, engineers, contractors, and consultants
  • Monitor budgets, schedules, and quality standards
  • Ensure all permits, inspections, and close-out documentation are completed
    
• Asset Management
  • Oversee ancillary assets including automobiles, art collections, wine cellars, and specialty equipment
  • Coordinate maintenance, registrations, insurance, and storage
    
• Security & Risk Management
  • Manage physical security systems and access controls, including developing and maintaining procedures for security and access
  • Coordinate cybersecurity and smart home vendors as needed
  • Ensure compliance with insurance requirements and risk mitigation practices
  • Maintain emergency preparedness plans
    
    

Qualifications & Experience

• Bachelor’s degree in business administration, hospitality, property management, or related field preferred
• 10+ years of total work experience, including 5+ years of experience managing luxury estates and/or private households
• Experience overseeing multiple residences and/or multiple principals
• Strong knowledge of residential building systems and preventative maintenance
• Proven staff leadership and vendor management experience
• Demonstrated expertise in budgeting, financial reporting, and contract negotiation
• Exceptional organizational and project management skills
• Ability to remain calm and resourceful under pressure
• High level of integrity, discretion, and emotional intelligence
• Valid driver’s license and ability to travel as needed
• Experience with smart home systems (Lutron, Creston, Savant) preferred
• Hospitality experience at five-star hotels or luxury resorts preferred

 

 Compensation & Benefits

The base salary for this New York-based position ranges from $125,000 to $150,000, depending on experience, skills, and responsibilities. Actual salary may vary based on qualifications and the level at which the role is hired. In addition to the base salary, the role includes a discretionary incentive compensation program, and a full benefits package, including medical and life insurance, retirement plans, tax-free savings options, and access to other healthcare programs.