Facilities Management

• Implement procedures and controls developed by Principal’s family office to ensure communication and adequate information flow within all properties
• Establish and maintain collaborative working relationships with internal and external business partners
• Promptly identify and report any facilities-related issues or maintenance needs to the Principal’s family office ensuring timely communication and resolution to maintain optimal facility operations
• Make recommendations for maintenance, repairs, changes in operational procedures and purchase requirements, and submit recommendations and cost estimates to Principal’s family office
• Establish and onboard preventative maintenance program and general maintenance
• Support resource allocation for all events at BVI properties
• Recommend corrective action for operation of key systems, adjusting the settings of all systems to respond to requests by Principal and/or guests
• Develop and maintain reports for all systems with streamlined and improved reporting systems and standard operating procedures (SOPs), continually evaluating service needs and performance in all areas of maintenance
• Execute and submit all system required inspections/ testing documentation to local authorities
• Support the BVI Estate Manager with coordination and establishment of budgets associated with Facilities function for all BVI properties
• Assist in maintaining property files and records 

Vendor and Project Management

• Source, vet, onboard and supervise all facilities vendors on-site including, landscaping services, maintenance of mechanical and electrical equipment, maintenance of pools and spa, housekeeping services
• Share responsibility for partnering with Principal’s family office to monitor vendor NDAs and background checks per security level for all facility vendors
• Manage Facilities vendors to ensure day-to-day schedules and all project schedules are implemented into facilities operations, ensuring quality and timeliness of all repair and maintenance work
• Liaise with the Principal’s office to manage project scope, budget, and reporting.
• Serve as a project manager for small scale facilities projects and support Principal’s family office Real Estate team as a project manager on a case to case basis

Landscape Management

• Manage all landscape field operations utilizing proper resources needed to ensure high quality work is completed in access window given
• Lead, develop, plan, and execute special landscape related projects requested by Principal
• Oversee and execute inspections or maintenance of irrigation systems, shoreline preservation, and exterior grounds (walkways and docks); Act as first response point person when issues arise such as irrigation breaks or system programming challenges
• Manage relationship with multiple suppliers and contract partners ; Order plant and hard-good materials as required 
• Maintenance, Service and Housekeeping
• Create, implement, and maintain preventative schedule in line with Principal’s family office defined expectations, scheduling all preventative maintenance work to ensure it is executed under terms and conditions of vendor service agreements in place, and managing work against annual approved operating plan for respective properties
• Regularly test proper function of all electronic equipment on premises and lights, gates, and garage doors, and repair as necessary
• Conduct weekly exterior inspections to keep buildings and grounds clean and in good repair, identifying items requiring repair or maintenance and handled around Principal/guest visit schedule, while keeping within budget parameters
• Schedule and supervise repairs, patches, and painting of larger cracks or faux painting
• Coordinate and supervise maintenance of structures on property including painting, electrical, plumbing, heating, roof, walkways, and air conditioning, and all improvement projects such as roof, gutter, pest control and maintenance 
• Ensure all power distribution systems, lighting controls, and backup generators are fully functional at all times
• Maintain, troubleshoot, and improve all mechanical systems, including but not limited to, HVAC, switch gear, boilers, generators, radiant heating, and associated controls
• Proactively identify necessary maintenance and repairs for all properties
• Verify that all appliances are functioning properly
• Understand all DDC controls and monitoring software, updating as needed to ensure proper functionality at all properties
• Assist in planning and scheduling routine cleaning of carpets, windows, etc. as needed 
• Oversee and manage seasonal exterior furniture deployment/removal, care and maintenance
• Assist the Estate Manager in any other related Housekeeping tasks as assigned before, during, and after visits

Operational and Hospitality Support

• Support Pivotal properties related needs in all locations on an ad hoc basis
• Ensure proper preparation of all BVI properties in advance of Principal and guest visits, coordinating with and supporting other BVI teams for preparation
• Share responsibility as visit lead for all visits by Principal, extended family, and friends; Coordinate, support, and work alongside Hospitality functions 
• 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
• Adhere to all financial expectations, policies and procedures, and reports for operational expenses as defined by the Principal’s family office
• Oversee BVI shipping and receiving operations which include daily retrieval of incoming and outgoing parcels, stocking shipping supplies, delivering time sensitive packages prior to a visit, FedEx package labeling, and any other responsibilities associated to shipping and receiving.
• Provide on-call support based on business need during assigned on-call periods 

Emergency Preparedness and Safety

• Serve as primary on-call contact for police, fire, and emergency services; support inclement weather procedures and emergency response planning
• Lead the development of safety protocols, compliance reporting, and incident management; assist in building a local emergency services network
• Oversee all safety aspects of the properties including but not limited to: fire safety, alarms, compliance, extinguishers, proper PPE for PE staff, etc.
• Oversee inspection readiness and fire safety systems; maintain contact with Principal’s family office Security team in case of alarm

Vessel and Equipment Management

• Captain marine vessels as needed for the principal, guest or staff transportation as needed; oversee safety, insurance, registration, and maintenance of watercraft.
• Direct daily operations and servicing of all recreational marine equipment, golf carts, and off-road vehicles.
• Lead vessel and equipment acquisition, procurement, commissioning, staging, storage, training and SOP development, including safety and hurricane preparedness procedures.
• Consult on leasing, safety, best practices and regulatory matters for marine operations.

Perform other job-related functions as assigned