Estate Manager

Estate Manager Toronto, Ontario

Position Overview:

Seeking an experienced Estate Manager for two private family residences in Toronto, along with two abutting seasonal cottages in Tiny Township. The successful applicant will be responsible for managing the day-to-day operations of the family's properties, including property management, vendor management, staff management, project coordination, and household administration. The Estate Manager will work closely with the principals to ensure all residences operate efficiently and to provide ongoing support with personal and household-related projects.

This position is full-time, live-out. A typical work week is Monday to Friday, 9:00 a.m. – 5:00 p.m. Flexibility outside of these hours is required as needed for family events, seasonal property management, and special projects.

Candidate Profile:

You are an experienced and well-rounded Estate Manager who thrives in a dynamic household environment. You are proactive, highly organized, and enjoy creating systems that keep multiple properties operating efficiently. You possess excellent project management skills and are comfortable overseeing vendors, contractors, and household staff while supporting the principals with administrative and personal tasks.

You are a self-starter who anticipates needs before they arise and approaches every challenge with professionalism, discretion, and a solutions-focused mindset. You understand the importance of invisible service and take pride in ensuring everything behind the scenes runs seamlessly.

Primary Responsibilities:

● Work closely with the principals to oversee the daily operations of two Toronto residences and two seasonal cottages in Tiny Township.

● Develop and maintain preventative maintenance schedules for all household systems, equipment, and appliances.

● Conduct regular inspections of each property to identify maintenance needs and ensure the homes are maintained to the highest standard.

● Coordinate and oversee repairs, renovations, and home improvement projects with contractors and service providers.

● Recruit, onboard, and manage household staff, including cleaning staff and seasonal cottage staff.

● Coordinate and manage all household vendors, ensuring work is completed professionally and on schedule.

● Assist with the seasonal opening and closing of the family cottages.

● Assist with season car maintenance such as changing winter/non-winter tiers.

● Manage household inventories and proactively replenish household supplies as required.

● Maintain organized household records, including warranties, maintenance schedules, vendor contacts, service records, and operating manuals.

● Maintain calendars for household maintenance, vendor appointments, and recurring services.

● Assist the principals with personal administrative tasks, including booking children's activities, summer camp coordination, scheduling, and other family-related projects.

● Support the principals with special projects, including art-related tasks and other personal requests.

● Assist with errands and occasional driving as required.

● Prepare regular updates for the principals regarding household operations, maintenance, and ongoing projects.

● Create and maintain household systems, procedures, and checklists to improve efficiency across all properties.

Applicant Qualities:

● Be a self-starter with an anticipatory, service-oriented disposition.

● Must possess exceptional organizational, administrative, and time management skills.

● Must be able to manage multiple projects and priorities simultaneously.

● Must represent the principals in a professional and courteous manner at all times. ● Must possess a strong work ethic and understand the importance of invisible service.

● Must exercise sound judgment, diplomacy, discretion, and complete confidentiality.

● Must possess excellent written and verbal communication skills.

● Must be comfortable managing household staff, contractors, and third-party vendors.

● Must be flexible and adaptable to changing household priorities.

● Must be an effective and proactive problem solver.

● Must enjoy working independently while maintaining regular communication with the principals.

● Must possess a valid driver's license with a clean driving record. ● Must be legally entitled to work in Canada.

● Previous experience managing a private residence or multiple luxury properties is strongly preferred.