Job Details
Job Description
PRIVATE RESIDENTIAL PROPERTY MANAGER (PM)
San Francisco, CA
POSITION SUMMARY
The Property Manager is a new role responsible for the residential property management of a busy young couple who reside with their toddler and family dog in a recently renovated four-story house in Pacific Heights. This renovation is in the final stages of punch list completion. This informal Family also enjoys a weekend beach house under renovation in Marin County, a condo being prepared for sale, and a warehouse and mixed-use facility in San Francisco. Reporting directly to the Family, who enjoy a hands-on approach to managing their properties, the PM will serve as the Family's key point of contact in anticipating and executing their property, facilities, maintenance needs, and real-time requests. This role will actively and accurately advocate for the Family's needs, liaising with their property and household teams, Family Office, and others throughout their residential portfolio. This position will develop routine maintenance checklists, proactively identify maintenance needs, provide recommended maintenance with price quotes, and manage landscaping, grounds, and vehicles.
The PM must be resourceful and have a hands-on approach when troubleshooting maintenance and facilities issues. This position is also expected to deliver personal assistant support when requested (i.e., running errands, organizing projects, etc.). The candidate must have traditional property management experience and be accustomed to managing household and property vendors, ensuring project punch lists are properly tracked and completed, and providing skillful calendaring of on-site vendors, tradespeople, and contractors. Candidates must be business-like and succinct communicators attuned to discreetly navigating a family's daily movements. When not on-site at the properties, this role will office virtually and have a touch-down station at the primary residence. This role requires flexible availability and frequent local travel to support the Family. The PM is expected to provide their own reliable transportation (work-related mileage reimbursement will be provided). The ideal candidate will have five years of experience in a similar position, including managing residential properties and supporting a private family's personal needs. Candidates should possess an intuitive, calm, collaborative, self-directed, organized, and detail-oriented temperament and demonstrate an efficiency mindset. Applicants must reside in San Francisco or Marin County, as local candidates with experience in these locales are required. Relocation not provided.
ESSENTIAL DUTIES AND RESPONSIBILITIES
LOCAL PROPERTY & FACILITIES MANAGEMENT
- Preventative & Routine Maintenance - Responsible for identifying and troubleshooting maintenance issues. Source, coordinate, and schedule all outsourced vendors to repair maintenance, facilities, and grounds issues. Ensure routine preventive maintenance, repairs, and occasional renovation projects are completed. Liaise with shared property maintenance staff and outside vendors as requested.
- Support Construction and/or Remodel Projects - Support the Family with construction oversight, protocols, and punch lists as requested. Work closely with vendors, designers, general contractors, etc., to keep the Family and Family business office abreast of project progress.
- Document Inventories, Property Management & Facilities Systems - Build on and refine current documentation systems, including building access, maintenance logs, warranties, inventories, and property operation and maintenance manuals. Develop and maintain emergency preparedness procedures, as requested, including supplies and physical safety protocols to protect occupants and assets.
- AV/IT & Utilities Support - Coordinate vendors and service providers to ensure AV/IT and utility systems are in consistently proper working order. Troubleshoot and resolve issues with connectivity, etc.
- Vehicle Management - Coordinate all administration, licensing and registrations, insurance, routine and seasonal maintenance, inspections, detailing, and fueling for all vehicles.
- Neighbor Relations - Represent the Family professionally with neighbors, city officials, and/or others who are required and escalate concerns as appropriate.
- Provide On-Site Oversight - Supervise local household and property maintenance activities. Facilitate efficiency, maximize performance, provide feedback, and ensure vendor consensus on deliverables and deadlines. Work collaboratively to support the Family's goals and expectations.
- Site Access Controls & Security Systems - Coordinate site access according to established security protocols, greet and escort vendors into and on the properties. Respond to calls from Security providers regarding alarms. Ensure vendor NDAs are executed and filed appropriately with the Family business office.
- Vendor Sourcing, Vetting & Service Contracts, and Project Supervision - Solicit estimates and identify and vet vendors as required, review vendor and service contracts for accuracy, track hours for contractual consistency, and escalate concerns as appropriate. Understand the vendor and/or project's scope as the work is initiated and track progress.
- Residence Surveys - Conduct regular walkthroughs of interiors/exteriors to ensure that each residence is in good working order, issues are identified and resolved, and the homes are ready for Owner occupancy as requested.
- Grounds & Landscape - Coordinate and supervise landscaping & grounds vendors.
- Work Orders - Initiate, monitor, and execute work orders for maintenance staff/vendors.
- Property Files and Records - Maintain all past, current, and future equipment and maintenance documents (e.g., As-Built drawings, executed contracts, O&M Manuals, warranties, project schedules and specifications, budget documents, bids, etc.)
- Run Personal Errands & Occasional Driving - Purchase items for the home, coordinate clothing and gift procurement/return, arrange item pickup and drop-off, perform light grocery shopping, auto maintenance, dog grooming, etc., and perform other duties as requested.
- Special Projects - Assist with projects and ad hoc requests as assigned by the Family, including special organizational projects, working with stagers and agents to ready former Pacific Heights residence for sale, etc.
- Move Management & Ground Transportation - Collaborate with the Property and Household teams to ensure easy family transitions between residences.
QUALIFICATIONS EDUCATION & EXPERIENCE
- A bachelor's degree and at least five-plus years of relevant experience or an equivalent combination of education and experience.
- Prior experience in residential property management, facilities, maintenance, and project management.
- Demonstrated experience maintaining a private employer's confidentiality, safety, security, and privacy.
- Tech-savvy: Comfortable with all standard Mac/PC and internet skills, including email, apps, spreadsheets, and calendaring programs.
- Excellent written and verbal communication skills.
CHARACTER SKETCH
- A self-motivated individual who is confident in taking the initiative but is sensitive and in tune with the Family's desire to remain hands-on and intimately involved in their household management.
- Be self-directed, possessing a mature, professional demeanor, with the ability to measure one's own success without a great degree of feedback.
- Highly organized, smart, calm energy, confident but humble, forward-thinking, kind, and detail-oriented.
- Flexible and willing to pivot quickly depending on changing priorities.
- A quick processor but also comfortable asking questions if necessary to gather information.
- Displays the highest personal integrity, honesty, confidentiality, and discretion in representing and protecting the Family and fosters that in others.
ADDITIONAL INFORMATION - Work Location: This is a live-off position with frequent trips to employers' homes in San Francisco & Marin County.
- Schedule: Generally, Monday - Friday, 8:00 am to 4:00 pm, with the ability to monitor and respond to texts for urgent requests during evenings and weekends.
- Compensation:
- Salary starting at $130K-$150K+ DOE
- 100% Health/Vision/Dental for Employee and Dependents
- 401(k) with match
- Annual discretionary bonus opportunity.
- Requirements:
- Verifiable references, extensive background checks, and a valid U.S. driver's license with a clean driving record are required.
- Reliable transportation.
- Valid U.S. Passport & ability to travel abroad if required.
- COVID Vaccination + current boosters required.
- Local candidates only; relocation not provided.