Estate Manager

The head of an estate, serving as the main point of contact between its principal(s) and other staff and vendors.

The Role of an Estate Manager

An Estate Manager oversees the upkeep of a principal’s estate and oversees any staff or vendors that work for the estate.

Estate Managers (abbreviated EM) work directly with principals to plan and execute the overall management and service of an estate (including any homes, property or personal assets such as jets, yachts, etc.). Their primary responsibility is the oversight of household staff, vendors or contractors to ensure that the property is well-kept, secure and able to be enjoyed by all occupants and guests.

Duties may include hiring and supervising staff, scheduling and overseeing repairs/renovations, conducting regular maintenance on the home or property, handling financial matters such as budgets, payrolls, invoices and taxes, coordinating guest services/hospitality and providing routine updates and communication to the principal(s).

A successful Estate Manager will be someone with exceptional organizational and managerial skills, with a wide breadth of experience working for a household, hotel/resort or other luxury property. He or she should be able to handle competing priorities, work well under pressure and adapt to changing situations, while always providing high-quality service to the principal(s) and their guests.

Job Description

EDUCATION / EXPERIENCE

An Estate Manager will generally possess a Bachelor’s (B.S. or B.A.) degree – frequently in the areas of business administration, communication, human resources, finance/accounting, real estate/construction management, culinary services, hotel/restaurant/property management or a related field.

Experienced Estate Managers should have 7+ years’ experience in household operations, property management or hospitality leadership in a private estate, family office or luxury hotel/resort setting.

SKILLS

Residence/property management experience, including managing staff, planning events, overseeing construction/maintenance and familiarity with staff specialties, such as housekeeping, senior/child/pet care, food preparation or service, etc.
Proven success in leading and managing others
Financial literacy, including creating and managing a budget and tracking expenses
Project management skills: seeing complex projects through, consulting with others for their expertise and quickly learning, implementing and disseminating new information
Creative mindset, strong research skills and a natural ability to identify opportunity to solve problems
Exceptional verbal and written communication skills, with the ability to liaise effectively with internal and external stakeholders in a high-paced environment
Technological proficiency and familiarity with commonly used smart home systems (e.g., HVAC, home automation, security systems, etc.) as well as office/administration software (Microsoft Office suite, Google suite, PDF-editing, etc.).

CERTIFICATIONS / TRAINING

Professional certifications/licenses are not required to be an Estate Manager, but an employer may prefer candidates with any of the following (or similar) certifications:

Household Management Specialist
Certified Household Manager
Certified Property Manager (CPM)
White Glove Service Training

RESPONSIBILITIES

Responsibilities for an Estate Manager vary greatly depending on the size and number of residences owned, the size of household or support staff, etc., but common duties include:

Acting as “CEO” of a principal’s residence(s)
Hiring and managing staff and handling all employment matters (e.g., scheduling, compensation, training, etc.)
Meeting regularly with principal(s) to discuss plans, events, and general estate requirements. Coordinating schedules for family/guest arrivals
Preparing, presenting and managing budgets, and handling all accounting functions connected within an estate (paying vendors, bills, etc.)
Developing, implementing and maintaining household standards in areas such as cleaning, guest accommodations, food service and etiquette
Maintaining inventory of household supplies and other assets (wine, art, collectibles, etc.)
Assessing and managing an estate’s security needs, including both personnel management and ensuring residents, guests and assets are protected at all times
Supervising construction, restoration, moving and/or other large-scale residential projects
Managing all maintenance, repairs, and renovations to residence and estate grounds
Depending on the set-up of an estate, an Estate Manager may also have responsibility to oversee the management and operations of staff on additional assets such as private jets, yachts, etc.

ATTRIBUTES

Characteristics of a successful Estate Manager include:

Leadership

Above all, a skilled Estate Manager will be someone who possesses exceptional and natural leadership qualities, who can inspire and motivate those around them to perform at their highest capacity within their roles. This person should have a proven work ethic and should be someone who brings others together, maintains a positive and professional working environment, and whose demeanor is charismatic, while also being dynamic and persuasive.

Organizational/project management skills

An Estate Manager should be skilled in planning, organizing and executing projects on behalf of the principal(s). He or she should be able to realize a principal’s vision for their estate through setting clear goals, prioritizing tasks, delegating responsibilities, monitoring progress and evaluating outcomes, as well as handling multiple projects within an estate simultaneously, while meeting important deadlines.

Interpersonal communication

An Estate Manager should have outstanding interpersonal skills and communication abilities to interact effectively with principal(s), subordinate staff and guests, vendors, etc. He or she should have a high degree of emotional intelligence, being able to listen actively, communicate clearly and concisely, and resolve conflicts constructively.

Responsibility and integrity

An Estate Manager should be responsible and accountable for his or her actions and decisions. Although an Estate Manager will often be in charge of other staff, he or she must be capable to managing themselves and should take full ownership in their role within an estate. He or she should demonstrate integrity and honesty in all aspects of their work, adhering to ethical standards and principles and protecting the confidentiality and privacy of the estate and its principal(s) at all times.

COMPENSATION

Total compensation for an Estate Manager generally ranges from $130 – 300K, however high-level Estate Managers with specialized skills or the ability to manage an extensive team may exceed this range. Factors that command a higher salary include specific experience, education or training requirements, an ability to work outside of normal hours, flexibility to travel frequently between other homes or live-in at the primary residence, fluency in languages other than English and the ability to manage large-scale construction/renovation projects. Components of an Estate Manager’s compensation may include:

Base salary

A fixed annual amount received for performing duties as agreed upon. An Estate Manager’s base salary varies depending on the size and location of the estate they will manage as well as the experience and qualifications of the Estate Manager.

Discretionary bonus

Discretionary bonuses are variable amounts that are paid annually based on an individual’s performance. The percentage of compensation paid as a salary versus a bonus is entirely up to the employer, but for an Estate Manager, a discretionary bonus can range anywhere from 10 – 25% of total compensation. The most common reason for a higher bonus percentage (relative to salary) is to tie an employee’s compensation to their overall performance. It also allows an employer to set strategic goals during the employee’s annual performance evaluation, with the pay out of their bonus linked to the completion of stated goals.

Living expenses

A principal may prefer that their Estate Manager lives in with them, either at their residence, at an adjoining accommodation on their property or within certain proximity of the residence. Reasons for this include the need for this person to be available off-hours, the importance of proximity to the residence or principal due to various duties associated with the role or because the residence is located in a remote area. If a principal requires any of these living situations of their Estate Manager, housing and/or moving expenses are expected to be included in the employee’s compensation package.

STANDARD BENEFITS

An Estate Manager typically has access to the following corporate-style benefits (or receives a stipend to obtain such benefits themselves):

Medical, dental and vision

Standard health benefits help employees stay healthy, reduce absenteeism and ultimately increase productivity.

Retirement savings account

401k, thrift savings plan or simple IRA, especially with employer matched contributions, shows your employees your commitment to their future.

Paid time off

PTO allows your employees to take time off from work for various reasons, such as vacation, sickness, personal matters or holidays.

Travel/miscellaneous expenses

Expenses incurred when travelling or conducting business on behalf of the estate. Expenses include transportation, accommodations, meals and other costs related to business travel and may be reimbursed or covered by an allowance or budget.

OTHER BENEFITS / "PERKS"

Additional benefits are often included to enhance the attractiveness of an employment offer, as well as encouraging long-term employment. Such benefits include:

Education

Tuition reimbursement, scholarships/savings plans for those with college-aged children

Professional development

Encouraging and covering an employee’s participation in training courses, workshops, seminars, conferences or professional certifications

Health and wellness

Healthy food, beverages or snacks offered at the office
Paid or discounted gym memberships or fitness classes
Access to wellness programs with counseling services, health screenings, substance abuse treatment, etc.
Life and disability insurance

Employee assistance

Financial counseling
Legal advice
Transportation reimbursement or allowance

Charity

Volunteer opportunities
PTO days for community service
Charitable match program

Family benefits

On-site childcare or childcare reimbursements
Parental and family medical leave

Workplace

Remote work/flexible hours
Casual work attire
Employee recognition programs, awards or rewards

REPORT STRUCTURE

An Estate Manager most often reports:

Directly to the client(s)
To a designated individual within the family office (Director of Operations or Administration, Chief of Staff or Managing Director)

An Estate Manager is responsible for managing all private staff associated with a principal’s residence(s) and may also have responsibility for staff related to private yachts, jets, etc. Examples of staff they may manage include:

House Managers
Summer House Staff or Domestic Couples
Drivers/Chauffeurs
Executive Housekeepers, Housekeepers and Laundresses
Personal Assistants, Family Assistants or Executive Personal Assistants
Nannies, Tutors, Senior Companions, Private Chefs, Personal Trainers, Security
Yacht or Flight Crew

Have Questions?

In-Home Leadership & Expertise

An Estate Manager is your trusted partner in overseeing the day-to-day operations of your estate. From managing staff to coordinating maintenance, they ensure that every element of your estate runs smoothly and efficiently. Their expertise lets you focus on your priorities, while they ensure your property stays in pristine condition.

Ready to take the management of your estate to the next level? Let us connect you with an Estate Manager who will provide comprehensive care for your home and beyond.

“We place Estate Managers who possess both the strategic vision and hands-on expertise to manage the complexities of your estate with the utmost precision and care.”

Adam Cook

Managing Director, Old State Staffing

Managing Your Estate with Care

Why You Should Consider an Estate Manager

An Estate Manager is responsible for keeping your entire estate running smoothly and efficiently. From supervising other staff to managing property-related projects, their role ensures all details are meticulously handled. An Estate Manager can help: