PORTICO INC.

Position Title: Estate Manager

Location: Toronto-based

Salary: $190,000 to $200,000 gross annual range

Benefits: Yes

Travel: Yes

Vacation: Two weeks’ paid vacation

Reports To: Director of Residences (DoR)

The Estate Manager (EM) will oversee the residential property & personal services required to support a Toronto-based family at their Toronto-based residences.  This role also provides oversight of the Muskoka summer cottages. The Family includes two Principals & their four school-age children, supported by a staff of roughly 10 employees. This EM liaises with senior team members, Family Office advisors, legal & accounting professionals, & the Chief of Staff (CoS). Reporting to the EM are nannies, culinary & housekeeping employees, & property vendors. The EM also works with architects, designers, contractors, AV/IT systems integrators, etc. as a member of the Principal’s Leadership Team.

PROPERTY MANAGEMENT & MAINTENANCE

• Maintain documents & systems relating to the residence, employees, vendors, operations, budgets, finances, inventories, construction, equipment, furniture, technology, maintenance, & repair.

• Implement preventative maintenance programs for equipment, vehicles, & collections.

• Develop & manage a supplier, consultant, & vendor contact list. Ensure service providers are scheduled & monitored by staff & perform tasks correctly.

• Assist overseeing property’s renovation, maintenance, & special projects; keep the Principal & DoR informed of progress, problems, schedules, etc.

• Appropriately represent the Principals to neighbours, colleagues, local communities, service providers, consultants, & legal & financial partners.

• In collaboration with outsourced security consultants & under the DoR’s direction, support disaster preparedness & evacuation procedures, physical safety protocols, emergency contacts, medical support, staff/vendor background checks, & NDA processes. Ensure proper implementation & security of all technology (AV/IT, computers, phones, & devices).

• Coordinate & oversee physical move management processes, including specialty handling for high-end furniture, AV/IT, wine collection, & art. Oversee inventory & management of off-site storage facilities.

HOSPITALITY & STAFF MANAGEMENT

• Act as primary point of contact for on-site operations at the primary residence. Ensure the highest level of service is consistently delivered to the Principals, Family, & guests.

• Oversee the residence’s organizational standards & orderly & meticulous operations.  Ensure the smooth flow of information for all personnel to perform jobs effectively & provide recommendations to promote enhanced service to the Principals, their Family, & guests.

• Oversee the preparation of standardized procedure manuals, direct quality assurance standards, & training programs, as assigned by the DoR.

• With the DoR, refine job descriptions, participate in personnel searches, interview, & final hire recommendations. Support retention strategies, annual performance & salary reviews.

• Support the DoR with designing & implementing a comprehensive onboarding & training program to include new hire orientation, protocol & procedure training, & specialized skill training to enhance job performance.  Mentor & provide resources to housekeeping, culinary, & nanny staff & encourage ongoing professional development, including formal ongoing education, skills enhancement roadmaps, & team building.

• Work with staff to set priorities for specific positions (daily, weekly, monthly, quarterly, annual, & seasonal), Coordinate time-off requests.

• Source, vet, schedule, & manage service providers providing specialty household services.

• Liaise with Principals, DoR, CoS, staff, & event planners to assist in planning & executing events. Manage property readiness, neighbour relations, schedules, equipment load-in & strike schedules, & monitor the site for quality & safety standards.

• Support activities of the CoS on travel logistics, to ensure seamless travel experiences, including packing and ground transportation.

REPORTING & COMMUNICATION

• Meet regularly with Principals, DoR, & CoS to gather feedback preferences and relay relevant directives to staff & vendors.

• Proactively track and update all projects and Principal requests.

INVENTORY & DOCUMENTATION PROTOCOLS

Assist in the digital development of a property & personal services database for:

• Property Content & Personal Effects (furnishings, finishes, fixtures, exercise equipment, artwork, vehicles, storage contents, wardrobe, & supplies).

• Property Management, Technology & Facilities Systems including building access, maintenance logs, construction documents, equipment, user instructions, manuals, passwords, warranties, records, etc.

• Stocking, Par Lists, Reordering for all facilities

TECHNICAL SUPPORT

• Oversee home meeting set-up, track online accounts, collaborate with staff members to troubleshoot & test AV/IT equipment & systems.

• Proficiency with different home operating systems (Lutron, Savant, Crestron, etc.) & productivity tools (e.g., Zoom, Google, Apple, & Microsoft products).

FINANCIAL & ADMINISTRATIVE RESPONSIBILITIES

• Collaborate with the DoR & the Principal's financial services team on the annual operating budget, forecasting, and variance analysis; inform the annual capital improvement plan (priorities, timelines, budgets, project teams).

• Manage property/household-related expenditures with documentation & reconciliation of staff credit card purchases.

• Monitor budgets/contracts & verify adherence to all agreements. Escalate to DoR & legal/financial advisor when appropriate.

PLEASE NOTE: We thank everyone for their application. However, only those who qualify for the position may be contacted.