We are looking for a full-time, live-out, and experienced Estate Manager to  manage an 18,000 square foot home in Forest Hill as well as other properties in Aspen and Manhattan. The focus is on the primary residence in Toronto and the Estate Manager is expected to work onsite. The other properties can be managed remotely or onsite depending on what is required. International travel is required. Some properties will require more management than others.

The ideal candidate will have strong property and staff management skills as well as excellent administrative skills. The Estate Manager should practice preventive maintenance, be checklist minded and be able to anticipate needs and problems before they occur. They should have strong skills in Office Suite and working knowledge of smart home technology (Crestron®).

The candidate is a professional who takes pride in what they do and always strives towards learning more and improving performance. They are solution minded. The candidate is a good communicator with an ability to work both independently or collaboratively with other parties including household staff and vendors. They are able to ask questions, conduct research, and find answers. They are curious learners by nature.

 

The position suits an individual with either management of a luxury boutique hotel and / or experience working as an Estate Manager.

 

Applicants must be legally eligible to work in Canada and be fully COVID-19 vaccinated.

 

Position Responsibilities:

  • Management of the family’s primary 18,000 square foot Toronto residence and liaise with others to manage the family’s other properties and a yacht

  • Implement management protocols  to optimize the functioning of various residences

  • Manage all regular and seasonal maintenance for the primary property and liaise with stakeholders for management of other properties

  • Travel to other properties on an as needed basis

  • Staff Management. Maintain staff records.

  • Onboard new staff members

  • Conduct annual performance reviews and maintain staff records

  • Vendor management

  • Vehicle management and maintenance of vehicle records

  • Conduct household errands

  • Provide access to trades and suppliers and supervise and oversee their work

  • Review invoices and confirm that work has been completed to satisfaction and as quoted

  • Managing budgets and maintaining financial records

  • Source, vet, and then coordinate trades and suppliers for any renovations or repairs/maintenance to the property.  Including vetting individuals/companies and negotiating contracts.

  • Capital project management including obtaining estimates from vendors who have been researched and thoroughly vetted

  • Maintain open communication with the employers and keep them informed via preferred reporting methods

  • Travel ahead of employers to make sure properties are properly detailed and provisioned

  • Understanding security protocols and systems and making sure that systems are functioning properly and are regularly tested. Ensuring household staff is trained in security protocols.

  • Conduct errands as needed

  • Implement inventory management systems (par stock)

  • Assist with event planning to include caterers, rentals, florist, wait staff, etc.

  • Be discreet… always

  • This job profile is dynamic and  will evolve as the family’s needs change

  • Other duties that might be required from time to time.

 

Skills and Aptitude Requirements:

  • Experience managing multiple luxury homes

  • Experience managing large and small capital projects including management of post construction punch lists

  • Experience working in a fast-paced and busy private environment

  • Should be business minded and able to implement business systems to optimize operations

  • Administration and reporting skills

  • Working knowledge of various smart home technology systems (Crestron®)

  • G-Level Driver’s License, clean driver’s abstract and be fully insurable

  • Good communication skills — written and spoken

  • Vendor management experience

  • Ability to negotiate contracts with vendors and make educated recommendations

  • Willingness to be hands-on and/or work collaboratively when needed

  • Ability to work discreetly while family is at home, respecting professional boundaries

  • Must be child and pet friendly

  • Experience working with nannies and housekeepers

  • Experience in hiring and training new staff

  • Competency in Office Suite (required) and a bookkeeping program like Quickbooks (an asset)

  • Be curious by nature with excellent research skills and a forward-thinking mindset

  • Must have a valid passport with no travel restrictions

  • Positive, accommodating, and happy personality

  • Treat other staff in a collegial, and team-oriented fashion

  • Must hold current status to legally work in Canada

  • Must be willing to sign a confidentiality agreement and undergo a background check

  • This is a non-smoking and scent-free residence

  • Must be fully COVID vaccinated and willing to follow COVID safety protocols

Positions We Place
  • Housekeepers

  • Cook/Housekeepers

  • Executive Housekeepers

  • Nannies

  • Laundresses

  • Elder Caregivers

  • Personal Assistants

  • Office Butlers

  • House Managers

  • Private Chefs

  • Butlers (Household & Corporate)

  • Domestic Couples

  • Estate Couples

  • Chauffeurs

  • Companions

  • Corporate Flight Attendants

Note
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© PORTICO INC., 2018