KP781 - Full-Time Estate Manager - Los Angeles/San Francisco/Ojai, CA

Overview

An LA-based family is seeking an exceptional estate manager to oversee operations across their three properties in Los Angeles, San Francisco, and Ojai. While the role will be primarily based in Los Angeles, the successful candidate should be comfortable managing and coordinating operations across all locations as needed. The family is expecting a baby in May, and the Estate Manager will be responsible for coordinating and overseeing all household staff, including the nanny team, which has been the focus of the most recent hiring phase. This is an asap start.

Responsibilities

Property Infrastructure & Maintenance (across all 3 properties)

Preventative Maintenance Program

Create master property maintenance calendar (HVAC, plumbing, roofing, irrigation, pest, electrical)

Schedule quarterly inspections

Build vendor roster with backups

Ensure service contracts are negotiated and current

Track warranties

Ongoing Repairs

Triage issues

Get 2–3 bids

Present summary + recommendation

Execute and verify completion

Photo documentation archive

Landscaping & Grounds

Irrigation checks

Seasonal planting plan

Tree health

Drainage oversight (especially after heavy rain)

Fire safety compliance (Ojai especially)

Household Staff Management

Hiring

Defining roles

Sourcing candidates

Vetting references

Background checks

Trial days

Offer letters

Onboarding SOP

Performance Oversight

Weekly check-in with nanny / housekeeper

Clear task list

Quality control

Efficient replacements

Payroll Coordination

Time tracking

PTO tracking

Tax compliance coordination

Liaison with accountant

Travel & Relocation Between Homes

Property prep before arrival

Keep homes stocked/ fridge prepared/ linens ready 

AC / heat set

Car ready

Dog logistics

Mail forwarding

Package management

Security checks

Vendor & Project Coordination (Non-Construction)

Interior installs

Furniture deliveries

Appliance coordination

Art handling

Security system maintenance

Internet / tech setup

Cleaning crews

Window washing

Pool service

Generator maintenance

EV charger installs

Smart home management

Systems & Documentation

Central property dashboard (Notion or Airtable)

Vendor database

Emergency contacts sheet

Insurance documents organized

Permits tracked

HOA compliance tracked

Budget tracker by property

Monthly spend per property

Variance vs budget

Upcoming maintenance

Inventory & Household Logistics

Household inventory

Restocking system

Seasonal wardrobe swaps

Nursery prep

Equipment setup

Car seats installed correctly

Travel kits pre-packed

Gift inventory system

Emergency kits

Crisis Management

Burst pipe

Power outage

Appliance failure

Contractor no-show

Staff no-show

Last-minute dog walker

Package theft

HOA issue

Budget Oversight

Monthly reporting:

Property-specific spending

Staff costs

Vendor costs

Major repair forecasts

Capital improvement forecasts

Childcare-Specific Infrastructure (in collaboration with the Lead Nanny)

Nanny schedule architecture

Backup nanny plan

Night nurse coordination

Pediatrician coordination

Baby gear setup

Travel crib logistics

Household quiet hours planning

Safety proofing

Inventory tracking (formula, supplies, etc.)

Qualifications

• Multi-home estate manager experience, preferably in different states/locations
• Experience hiring, training and managing household staff
• Experience managing a full household staff (housekeepers, nannies, chefs, etc.)
• Strong operational oversight — systems, inventory, maintenance schedules
• Vendor and contractor management
• Clear communication and authority without ego
• High discretion and loyalty
• Ability and experience running a tight ship without constant supervision
• Comfort in a high-standard, high-expectation environment

Requirements

• US Passport, Green Card, or EAC
• Clean and current driving license 
• Have extremely high conscientiousness
• Be calm under pressure
• Have extremely high attention to detail
• Be highly proactive — anticipates needs before being told
• No task drifting — everything has a deadline and a definition of done
• Have high integrity — trust is critical
• Have strong follow-through
• Be comfortable with accountability and performance metrics
• Be available and reliable during travel periods
• Have a positive mentality and genuine passion for estate management 
• Be invested in a long-term role and take pride in excellence

Salary and Benefits

• Highly competitive compensation DOE + medical, dental, vision, 401k