Role Responsibilities

• Develop and implement procedures and controls to ensure communication and adequate information flow within property management organization in accordance with guidelines that meet the client and Principal’s expectations
• Ensure properties are properly prepared in advance of Principal visits
• Evaluate financial impacts of overall operations and maintenance regularly and systematically, and report these results to Principal’s family office
• Prepare reports, summarize findings, and make recommendations to Principals’ family office for maintenance, repairs, and changes in operational procedures and purchase requirements, and submit reports to Principal’s family office
• Establish and track key performance indicators to measure the property’s operational efficiency, sustainability and Principal satisfaction
• Visually check physical structures and all surroundings with appropriate teams to identify degree of maintenance required
• Plan, supervise, and coordinate the maintenance of all work performed on the properties
• Partner with the Principals’ family officeto oversee all contracts and support of teams to procure third-party vendors 
• Partner with Facilities department on maintenance and upkeep of all local vehicles and marine vessels
• Oversee all property work, maintenance and assigned projects, ensuring quality control, timely execution and that projects are within budget
• Partner and collaborate with many departments across Principal’s family office to ensure Principal’s requests for new or upgraded items and/or services are delivered in timely fashion
• Capture, document, and share Principal and guest(s) preferences with the Principal’s family office to ensure personalized service and help maintaining detailed records for future reference and continuous improvement
• Evaluate service needs and performance in all areas of maintenance and management
• Develop network of emergency services and create procedures for use in event of accidents, fires, or other emergencies
• Serve as emergency contact (24/7) for both Police and Fire personnel in event of emergency
• Forecast and manage replacement of major capital expense items (e.g., HVAC system, roof systems, parking lot surfaces) in partnership with Principal’s family office (Facilities and Real Estate departments)
• Manage and supervise all projects and work done on properties in partnership with Principal’s family office Real Estate team
• Work with Principal’s family office Finance team to plan annual budget and monthly forecasting for upcoming property initiatives, preventative maintenance, and improvements
• Identify operational and cost saving opportunities which can be leveraged, and are in alignment with the Principal’s financial and operational goals
• Consolidate visit records, property usage, and share post-visit summary reports with Principal’s family office
• Oversee responsibilities, authorities, and accountability of all vendors, ensuring they are defined and understood
• Verify that vendor invoicing and proposals are correct and managed to budget under the direction of the Principal’s family office
• Partner with Principal’s family office to monitor all staff and vendor security clearances and levels including non-disclosure agreements (NDAs) and background reviews to ensure level of security matches required access to areas of property
• Maintain positive relationships with key members of local community, ONB team, and local partners
• Conduct regular meetings with department heads to direct and support areas of responsibility
• Perform regular check-ins with department heads on budget spend and tracking
• Work with the Principal’s family office to develop and manage budgets for properties, identifying needs and building business cases for budget items while ensuring spend is according to approved guidelines
• Adhere to all financial expectations, policies and procedures, and reports for operational expenses as defined by the Principal’s family office
• Gather and submit monthly financial status reports under the direction of the Principal’s family office
• Oversee and manage support spaces including storage facilities
• Coordinate support properties usage, maintenance, and cleaning schedules
• Develop and assign on-call periods based on business needs; Provide on-call support based on business need during assigned on-call periods
• Oversee, train, and mentor direct report(s), providing direction through clear expectations and regularly conducting check-ins and providing performance feedback while supporting individual development
• Interview, hire and onboard new team members
• Establish, oversee, and maintain interior operations including housekeeping, household, hospitality
• Provide onsite support for wardrobe, gifting and events
• Serve as a good steward in the community on behalf of your local employer
• Develop or build hurricane preparation plan, in accordance with ONB procedures; manage and oversee on the ground hurricane preparations and safety protocols
• Coordinate with Principal’s family office Technology team members to perform validation checks of residential technologies to ensure service levels are meeting the needs of the Principal.  When required, serve as an on-site liaison with technology service providers performing installation and service work
• Optimize estate operations by identifying areas for process improvements and implementing efficient solutions to streamline operations, reduce costs and enhance productivity

Perform other job-related functions as assigned