Job Description

Estate Coordinator - New York, NY

Our clients are a lovely, internationally based family who require oversight of their Manhattan residences. The Estate Coordinator is responsible for ensuring that all residential property operations and staff management are held to the highest possible standards for our clients.

The Estate Coordinator’s overall responsibilities for the management of properties and staff in their portfolio includes but is not limited to:

Operations

• Provide strategic advice to the house and estate managers on the resourcing strategy for the residences in your portfolio. Ensuring that that the resourcing forecast is regularly reviewed and adjusted to account for ad-hoc circumstances or new information on client movements.
• Regular property reporting to highlight opportunities, risk and issues relating to the effective operation of the property portfolio.
• Management of the household inventories monitoring.
• Create SOPs to develop and improve efficiency of delivery operations.
• Create Property functionality files and guidelines for individual properties to ensure House managers are supported and aware of our guidelines and expectations.
• Ensure the delivery of an exceptional standard of client services whilst continuously looking for opportunities to elevate our offering and deliver added value, including in those core services linked to the management of private residences.
• Ensure effective and robust document management and record keeping, proposing ideas for improving the information we store, and how we use it to add greater value to our clients. Ensuring full transparency of operations.
• Responsibility for the smooth day-to-day operation of the Properties.
• Keep all operational processes under review, and make recommendations to the head of client services for improvement and opportunities to enhance the clients’ experiences of their properties,
• Develop preferred suppliers and build relationship with these suppliers.
• Identify and present ideas for service improvement which provide recognized value to our clients.
• Liaise with Projects team for upcoming households in portfolio
• Provide ad hoc administrative assistance.
• Create, budget, and organize Team Building events for management team.

Household/Staff Management

• First point of contact for all residential employees
• Line-manage the house and estate managers for each property in your portfolio ensuring they that they have the support, guidance, training, coaching and challenge required to be successful in their roles; and ensuring that they are delivering a consistently exceptional service for their property, this includes running the annual appraisal cycle and performance management process.
• Monitoring spending on House Managers corporate cards aligning needs to budgetary requirements.
• Line managing staff to ensure accountability for the cleanliness, care of special finishes and tidiness of the Properties. Ensuring that properties are visit ready at all times barring any renovations or repairs are in progress.
• Provide mentoring and coaching to the residential employees to ensure the continued development of residences.
• Manage the annual appraisal process for all residences ensuring that between yourself and the wider Client Experience team a consistent and purposeful approach is taken across all residences.
• Create, budget, and organize Team Building events for household team(s).

Visits

• Facilitate all client visits in your assigned portfolio to ensure that exceptional client experience is guaranteed when visiting their properties and limited risk is applied to the business.
• Ensure all properties are prepared for upcoming visits including décor, supplies, corporate card balance adjustments, and vendor notification of upcoming visit.
• Providing general support to House managers during visits, whether by assisting in client requests when necessary, providing guidance for difficult tasks, organizing transportation and accommodation
• Be on call for the resolution of client requests as required to ensure a proactive, timely and effective resolution to the highest possible standard, whether related to the property or not.
• Booking accommodations and transfers for incoming travel support staff
• Attending to general requests as needed.

Compensation $125k-175k DOE, please submit resume with compensation requirements

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