Housemanager I Beverley Hills California

Roles and Responsibilities

Process Management

• Oversight of all key processes across estate and household staff, with special emphasis on Hospitality focused Processes and SOPs, relating to Housekeeping & Service
• Coordinating personal travel arrangements for the family and the household team as required.
• Work to develop new high-level connections in: hospitality/restauration, the arts, entertainment and events etc.
• Diary management for the family including keeping a log of all invitations received and noting possible future meetings and events relating to the households.
• Responsible for the database of all estate and household contacts.
• Submission of a weekly summary of all ongoing household projects.
• Ensure that reports from household staff are delivered on time and properly reviewed.
• Working with the family’s office, ensure the family receive briefings in a timely manner.
• Working with the family’s security provider, ensure the property, the staff and IT systems are suitably protected, and security systems/protocols are properly managed.

Financial and Business Management

• Oversight of all financial activity across the estate and household.
• Management of the accountant who coordinates with family office finance team in delivering payroll, monthly ledger of supplier payments, property rental payments, financial accounts, and staff expenses etc.
• Management of all contracts including confidentiality agreements with third party suppliers.
• Oversight of insurance policies including property, artwork, travel, and personal and third-party insurance.
• Stakeholder engagement, representing the interests of the family and their household, in relation to local authorities, planning permissions, architectural, landscaping, and interior design projects, interacting with senior executives on their behalf.

Properties

• Direct line management of all household staff. Working and nurturing household staff, to oversee the running of the estate
• Ensuring a weekly grid report of ongoing maintenance projects at each property
• Oversight of major project work.
• Oversight of other staffing arrangements, including third-party contractors.
• Responsibility for executing HR function in concert with Family Office HR team of the estate and household staff – contracts, confidentiality agreements, IT and social media policies, holiday, etc
• Responsibility for recruitment of new household staff

Events

• Coordinating and being present for lunches, dinners and receptions held at the family’s home.
• Organizing larger events involving external catering, production, and entertainment companies.
• Careful oversight and management of budgets relating to these events.

Entry Requirements

Required Qualifications and Experience

• Bachelor’s degree (Masters preferred)
• Minimum of 5 years managing properties and like projects.
• Advanced proficiency in MS Word, Excel, Power Point, Outlook, Adobe and CRM
• Experience of working for a respected hospitality or private household setting.
• Proven success working in a high-volume work, shifting priorities, 24-7,
• Success in managing people and efficiently running all key processes, especially within private household or hospitality setting
• Financial experience of overseeing budgets, significant assets, and complex contracts
• Experience of coordinating private travel, both domestic and international
• Experience in coordinating large events and all the inherent logistics which come with such events
• Strong written communication skills – speech and letter writing capability
• Previous experience of working in an environment where written and numerical reports are expected on a regular basis

Personal Attributes

• Excellent communicator, with strong management and influence skills
• Exemplary attitude towards providing first-class service
• An enhanced understanding of the rules governing etiquette and protocol
• Maintains confidentiality and discretion
• Comfortable with, and able to embrace, ever changing plans, priorities, and schedules
• Proactively identifies and resolves problems, making adjustments and recommendations accordingly
• Remains open to ideas, and seeks to proactively build connections with internal and external partners and stakeholders
• Strong work ethic, excellent time management
• Strong negotiation skills
• Gathers and analyses information skilfully
• Summarises key information in written reports
• Ability to establish and maintain superior filing and tracking systems
• Free and available to commit to work and schedule changes at short notice