AC242 - Estate Manager - San Francisco/San Mateo, CA

Overview

A private family of 5 residing between the Noe Valley and Glen Park neighborhoods of San Francisco, CA is seeking an experienced, highly organized, and discreet full-time Estate Manager to oversee the day-to-day operations, maintenance, and logistics of two-family residences in San Francisco and San Mateo.

The family’s primary residence is located in San Francisco, where they live during the week. The second residence in San Mateo is a weekend home with a pool. Each property has distinct needs, and the Estate Manager will be responsible for ensuring both homes are consistently maintained, fully operational, properly stocked, and ready for the family.

This is a position for someone quiet, calm, proactive, highly organized, trustworthy, and systems-oriented. The successful candidate will naturally take ownership of the household, anticipate needs, maintain excellent records, and resolve issues before they become problems.

The family values privacy and personal space. They are looking for someone professional and discreet, who works independently and does not feel the need to be constantly present or conversational. The ideal candidate is comfortable being a behind-the-scenes presence while providing concise updates and thorough recaps.

The position is generally Monday through Friday, approximately 9:00 a.m. to 5:00 p.m., with flexibility based on household needs.

The Household Manager should be comfortable adjusting the schedule occasionally for:

• Vendor appointments or household projects.
• Property transitions between San Francisco and San Mateo.
• Time-sensitive maintenance issues/emergencies

The ideal candidate will be someone the family can rely on to know what is happening across both properties without needing to be asked.

Most importantly, the family should be able to move between their San Francisco and San Mateo homes and feel that everything is taken care of, functioning properly, and ready for them. 

This position is available to local candidates only.

Responsibilities

Primary Responsibilities

Include, but are not limited to:

Household & Property Management

• Oversee the ongoing maintenance and operation of both residences.
• Conduct regular walkthroughs and proactively identify maintenance, repair, safety, or operational issues.
• Schedule, coordinate, and oversee contractors, vendors, technicians, and service providers. Obtain quotes when needed.
• Document work completed, outstanding items, and recommended next steps.
• Maintain detailed task lists, maintenance schedules, vendor information, and follow-up items.
• Provide concise but thorough weekly recaps and "look-aheads" regarding upcoming projects, appointments, maintenance, and household needs.
• Ensure projects remain on schedule and that vendors follow through on commitments.
• Coordinate between household staff and outside service providers so that responsibilities do not fall through the cracks.
• Maintain and update the household manual, maintenance records, home inventory, warranties, and purchase documentation.
• Manage household utilities and service accounts.

San Francisco Residence

The San Francisco residence is approximately 12 years old and includes an elevator, sauna, hot tub, cold plunge, Savant home automation system, and extensive household systems.

Responsibilities include:

• Monitor and coordinate maintenance of home systems and equipment.
• Ensure the elevator, sauna, hot tub, cold plunge, internet, Savant system, and other major systems remain operational.
• Coordinate preventative maintenance and repairs.
• Manage household restocking each Monday.
• Coordinate with the cleaning crew, including Monday and Friday service.
• Ensure household essentials such as paper products and other frequently used supplies are adequately stocked.
• Manage trash and recycling schedules.
• Oversee the family’s three adjacent lots.
• Prepare/setup guest house on the adjacent lot as needed
• Plant care when the family is traveling.

San Mateo Residence

The San Mateo property is an older home that has not undergone a substantial renovation. The property requires more hands-on oversight and frequent coordination related to irrigation, rodents, the pool, landscaping, and general maintenance.

Responsibilities include:

• Conduct regular inspections and proactively identify issues.
• Coordinate and supervise contractors and service providers.
• Obtain quotes and compare costs
• Oversee pool service 
• Monitor irrigation, landscaping, pest/rodent concerns, and general property maintenance.
• Prepare the residence for the family’s arrival each weekend.
• Complete or coordinate Friday restocking.
• Coordinate Thursday cleaning and ensure the home is fully prepared for the weekend. Including taking out the trash cans
• Remove outdoor furniture covers before the weekend and ensure they are replaced on Monday.
• Ensure the property is clean, stocked, operational, and ready for the family.

Vehicle & Travel Trailer Management

The family has three Teslas and an electric travel trailer.

Responsibilities include:

• Keep all three vehicles appropriately charged.
• Coordinate vehicle cleaning and detailing.
• Schedule and coordinate routine maintenance, service, and repairs.
• Move vehicles as needed for street-cleaning schedules.
• Monitor vehicle-related service requirements and maintain records.
• Coordinate ongoing service, maintenance, and repairs for the electric travel trailer.

Household Staff Coordination

The current household team includes:

• Two nannies
• Cleaning crew serving both residences
• Gardeners at both properties
• Pool service in San Mateo

The Estate Manager will coordinate with the existing team, delegate when appropriate, clarify responsibilities, and ensure that household tasks are completed properly and on schedule.

Administrative & Personal Support:

• Occasionally scheduling personal appointments 
• Coordinating household purchases and deliveries.
• Maintaining purchase records and household inventories.
• Tracking warranties, service agreements, and recurring appointments.
• Anticipating upcoming household needs and preparing in advance.
• Creating and maintaining organized checklists and systems for recurring responsibilities.
• Ad hoc projects and errands

Qualifications

• Discreet and trustworthy with impeccable judgment.
• Calm, quiet, and low-key in demeanor.
• Respectful of the family’s privacy and personal space.
• Comfortable working independently with minimal supervision.
• Highly organized and genuinely enjoys systems, checklists, documentation, and structure.
• Extremely proactive and able to identify problems before they are brought to their attention.
• A strong communicator who provides clear, concise updates rather than unnecessary conversation.
• Detail-oriented with excellent follow-through.
• Comfortable managing multiple properties, vendors, projects, and competing priorities.
• Confident supervising contractors and service providers and holding them accountable
• Professional, kind, and personable without being intrusive.
• Flexible and willing to adjust the schedule when household needs, vendors, or projects require it.
• Comfortable working primarily behind the scenes and independently.
• Works intuitively with a keen eye for detail

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Requirements

• 5+ years of prior experience in a similar role
• Must be local and live within approximately one hour of the San Francisco residence
• Comfortable working in a home with three children under the age of 10.
• Experience managing multiple residences strongly preferred.
• Excellent organizational and time-management skills.
• Strong vendor and contractor-management experience.
• Knowledge of costs and cost savings
• Ability to troubleshoot before calling someone
• Hands-on – not an over-delegator
• Practices discretion and uses common sense
• Valid driver's license and clean driving record.
• Must have and drive own vehicle
• Strong written and verbal communication skills.
• Proficiency with common administrative and organizational tools..
• Experience with smart-home systems is a plus; knowledge of Savant is particularly desirable.
• Ability to anticipate needs and independently take ownership of responsibilities.
• Must be willing to sign and adhere to an NDA and maintain strict confidentiality.

Salary and Benefits

The family is offering a competitive salary commensurate with experience, up to $250k, a $500/month health insurance stipend, and 3 weeks of paid vacation. One week to be taken in the summer, one week at Christmas, and one week of the candidate’s choice.