Seeking an experienced Estate Manager to  manage a home in the Forest Hill-area of Toronto with advanced technical systems. There are additional properties in the US, although this position is Toronto-based. Much of the US management can be done remotely or on-site. International travel is required.

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The ideal candidate has strong property management skills, a good grasp of technical systems including advanced smart home technology, strong administrative skills, practices preventive maintenance, is checklist minded, and anticipates needs and problems before they occur.

Applicants must be legally eligible to work in Canada and hold a full driver’s license. All applicants must be fully COVID-19 vaccinated.

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Position Responsibilities:

• Management in tandem with the employer of the family’s primary residence in Toronto

• Management, either remotely or onsite, of other properties, which includes liaising with vendors and onsite staff members

• Proactively create, maintain, implement, and administer all schedules for monthly, seasonal, and annual maintenance for the interior and exterior of the properties while addressing all maintenance issues in a timely manner.

• Capital project management (small and large) including obtaining estimates, contract negotiation, and thoroughly vetting vendors

• Project management reports using project management software

• Manage budgets and maintain financial records

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

• Manage deficiency punch lists

• Establish standard operating procedures for properties and staff

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

• Vehicle management and maintenance of vehicle records

• Onboard new staff members as it occurs

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

• Implement inventory management systems (par stock)

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

• Be available to troubleshoot emergencies

• Be discreet… always

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

 

Skills and Aptitude Requirements:

• Experience managing multiple luxury properties

• Large and small capital project management experience including obtaining estimates and negotiating contracts

• Advanced technical knowledge including advanced smart home technology systems

• Be business minded and able to implement proven systems to optimize operations

• Vendor management and vetting experience

• Strong research skills

• Excellent communication skills — written and verbal — including effective submission of progress reports

• Willingness to be hands-on who required. Having a “walking / working” mindset is key.

• Ability to work collaboratively and collegially with staff as well as vendors

• Respect professional boundaries

• Must be child and pet friendly

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

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

• An ability and willingness to grow as the position evolves

• Positive, accommodating, friendly, and happy personality

• Diplomatic people skills

• Gracious with ability to handle difficult situations in a professional, calm, and solution-minded manner

• Must hold current status to legally work in Canada

• G-level driver’s license, clean driver’s abstract, and fully insurable

• Must have a valid passport with no travel restrictions

• Must be willing to sign a confidentiality agreement

• Must be willing to 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

 

NOTE: We thank all applicants, however, only those who meet established criteria shall be contacted.