Office and Estate Manager

Position Overview: We are seeking a versatile and hands-on Office and Estate Manager with expertise in estate management to provide strategic leadership and operational excellence. The ideal candidate is a highly organized, Type A professional with a passion for meticulous attention to detail and strong follow-through. This individual should be a savvy DIY enthusiast with technical proficiency in software tools such as Notion and Google Sheets, as well as hands-on hardware setup capabilities for devices like smartphones and tablets. The role involves overseeing the family's ranch and ensuring seamless coordination, communication, and execution of strategic initiatives across both personal and professional aspects of their lives. Exceptional multitasking abilities, discretion, and a positive attitude are essential. The Office and Estate Manager will maintain a clutter-free environment daily and take pride in their work, reporting directly to the Principals.

This position is a full time position and requires a commitment of 5 days per week. The candidate must be flexible and available to address emergencies, as well as provide coverage for vacations and sick time as needed.

Job Duties and Responsibilities:

Ranch Management: (30%): Allocate 12 hours per week, totaling approximately 624 hours annually (equivalent to 15.6 weeks/year).

Oversee primary residence family ranch.

Conduct quarterly reviews of the property performance and status.

Negotiate and finalize vendor contracts or agreements annually.

Schedule and manage all service provider visits annually to ensure the ranch is maintained, secure, and compliant with regulations.

Conduct bi-annual inspections to review property conditions and compliance.

Manage renovation projects, including planning, execution, and monitoring. Provide daily progress updates and ensure each project is completed on time and within budget.

Develop and implement seasonal and emergency preparedness plans annually for ranch operations. Conduct quarterly drills and reviews to ensure readiness for various scenarios, such as extreme weather or security breaches.

Family Support: (30%): Allocate 12 hours per week, totaling approximately 624 hours annually (equivalent to 15.6 weeks/year).

Manage the daily schedule, activities, homework, and transportation for children. Provide backup support during sick calls or vacations to ensure continuous care.

Oversee feeding, exercise, grooming, and overall well-being of pets. Ensure care is maintained during absences or emergencies.

Supervise daily tasks such as meal prep, laundry, and tidying. Work with household staff to ensure efficient completion of all chores.

Coordinate essential errands like grocery shopping and prescription pickups. Manage support personnel and ensure timely completion of tasks.

Act as the first contact for urgent issues, including medical emergencies. Provide immediate support and coordinate with necessary professionals.

Organize and manage the family’s schedules and appointments. Adjust plans as needed to accommodate changes and ensure smooth operations.

Help plan and organize family events, handling logistics and guest management. Provide on-site support to ensure successful execution.

Oversee inventory and restocking of household supplies. Ensure availability of essentials and coordinate with suppliers to address any shortages.

Leadership and Talent Development: (10%): Allocate 4 hours per week, totaling approximately 208 hours annually (equivalent to 5 weeks/year).

Lead, mentor, train and develop a high-performing team of professionals within the family household, fostering a culture of excellence, innovation, and collaboration.

Provide coaching, guidance, and support to team members, empowering them to achieve their full potential and contribute effectively to the organization's success.

Identify talent gaps, training needs, and opportunities for professional development, implementing initiatives to attract, retain, and develop top talent within the organization.

Operational and Financial Oversight and Execution: (10%): Allocate 4 hours per week, totaling approximately 208 hours annually (equivalent to 5 weeks/year).

Manage daily operations, including supervision of 3 staff members, monitoring a budget, and overseeing resource allocation. Conduct bi-weekly reviews of staffing, budgeting, and resource utilization.

Create and enforce 3-5 new policies or procedures annually, aimed at streamlining workflows and ensuring compliance with household rules. Conduct quarterly audits to assess the effectiveness of these systems.

Track 10-15 key performance indicators (KPIs) and metrics on a monthly basis to evaluate progress, assess outcomes, and drive continuous improvement. Prepare and present quarterly performance reports with actionable insights.

Oversee the family’s financial management activities, including creating and adjusting budgets, forecasting financial needs, and reconciling and managing staff expenses.

Identify and implement strategies for financial optimization and cost reduction.

Hospitality and Guest Services: (10%): Allocate 4 hours per week, totaling approximately 208 hours annually (equivalent to 5 weeks/year).

Uphold and exceed high standards of hospitality for family members and guests, ensuring memorable and exceptional experiences at all residences.

Organize and manage concierge services, event planning, and personalized experiences for family gatherings and special occasions, adding value and enjoyment to the family's lifestyle.

Implement and enforce protocols for security, privacy, and discretion, creating a safe and welcoming environment while protecting the family's interests.

Strategic Planning and Decision Support: (10%): Allocate 4 hours per week, totaling approximately 208 hours annually (equivalent to 5 weeks/year).

Collaborate with family members and facilitate 3-4 meetings per quarter with family members to define and refine strategic priorities and objectives.

Complete 1-2 detailed analyses per quarter, including market research and risk assessments, to support strategic decisions and identify 2-3 opportunities for growth and diversification annually.

Deliver 1-2 strategic reports or recommendations per quarter, balancing short-term objectives with long-term planning to ensure alignment with overall goals.

Experience:

Dynamic and highly motivated individual with a strong desire to learn and a dedicated work ethic, seeking to leverage foundational knowledge and a proactive approach in a challenging role. Possesses a solid understanding of ranch management for a family, complemented by hands-on experience through contract or fractional work, academic projects, and volunteer work. Demonstrates exceptional problem-solving skills, a keen attention to detail, and the ability to quickly adapt to new challenges. Eager to contribute to a team, grow professionally, and acquire in-depth knowledge through practical experience. Committed to bringing enthusiasm, reliability, and a strong work ethic to drive success and achieve organizational goals.

Knowledge, Skills, and Abilities Requirements:

Foundational Knowledge in Ranch Management: Gained through contract or fractional work, or academic projects involving direct application of key concepts.

Proficiency in Software & AV Tools: Demonstrate ability to use Notion, BARK, Slack, Site Audit Pro, Sonos, Apple TV, Ubiquiti, LastPass, Toggl, Amazon Subscriptions, Tesla App, Flo by Moen, SpeedTest, Canva and Google Sheets.

Hardware Setup and Troubleshooting: Proven experience configuring and troubleshooting a diverse range of devices and systems. This includes:

Personal Computers: Successfully set up and configured personal computers, including installation of operating systems, software applications, and peripheral devices such as printers and external drives.

Network Devices: Manage and resolve issues with networked devices, including routers and switches, ensuring stable internet connectivity and network performance.

Mobile Devices: Configure and troubleshoot smartphones and tablets, addressing issues related to software updates, app installations, & connectivity.

Technical Support: Provide on-site and remote support for hardware malfunctions, including diagnosing and fixing issues with internal components, connectivity problems, and performance optimization, resulting in a 90% reduction in recurring technical problems.

System Updates: Conduct system updates and routine maintenance tasks, such as installing firmware updates and ensuring compatibility with existing software, to keep systems running smoothly and securely.

Understanding of Best Practices: Strong grasp of estate and ranch management principles, basic administrative skills, and experience with children and pets, supported by 1-2 years of relevant coursework or hands-on projects.

Multitasking and Problem-Solving: Adept at handling 5-7 tasks or projects simultaneously with a proven track record as a dynamic initiator with a 100% follow-through success rate. Bring enthusiasm and energy to our team. This role is ideal for someone who excels in taking proactive steps to start new projects while also responding effectively to emerging opportunities. Leverage your high energy and adaptability to drive innovation and ensure the successful execution of key initiatives.

Eagerness to Contribute: Enthusiastic about applying knowledge and experience to achieve success in a dynamic work environment.

Preferred Qualifications:

Project Management: Proven ability to oversee and guide multiple projects simultaneously, adeptly prioritizing tasks, ensuring timely completion, and fostering seamless coordination among team members to achieve desired outcomes.

Adaptability: Demonstrates exceptional flexibility in navigating changing conditions and shifting priorities, while maintaining a clear focus on core objectives and delivering consistent results.

Decision-Making: Exhibits a strong capability to make well-informed decisions by effectively balancing intuitive insights with strategic analysis, ensuring sound judgment in various scenarios.

Energy Management: Skilled in harnessing and directing high levels of energy to sustain productivity, prevent burnout, & maintain a positive, motivated work environment.

Communication: Possesses outstanding verbal and written communication skills, enabling clear articulation of ideas, effective collaboration with colleagues, and persuasive influence on stakeholders.

Problem-Solving: Advanced ability to proactively identify and address challenges with innovative and creative solutions, driving resolution and continuous improvement.

Innovation: Demonstrates a strong capacity to conceive and develop original ideas and solutions, successfully transforming them from concept to execution to drive progress and growth.

Networking: Expert in building & nurturing relationships that enhance project success & support business development, leveraging a robust network to achieve strategic goals.

Resourcefulness: Highly skilled in efficiently utilizing available resources and proactively seeking additional support or tools as needed to overcome obstacles and enhance project outcomes.

Strategic Vision: Adept at aligning immediate actions with overarching strategic goals, ensuring that short-term efforts contribute meaningfully to long-term success and organizational objectives.

Resilience: Shows remarkable resilience in overcoming challenges and setbacks, demonstrating persistence, adaptability, and a focus on recovery & continued progress.

Time Management: Exceptional at managing time effectively, balancing diverse responsibilities, and achieving high efficiency and productivity in all tasks.

Working Conditions:

Work Environment: Requires a dynamic and flexible work environment, involving both office administrative support and ranch management tasks.

Physical Demands: Ability to lift and carry items up to 50 pounds, stand or walk for extended periods, and perform tasks involving bending or reaching.

Travel and Interaction: May involve occasional travel between locations and interaction with various stakeholders, requiring adaptability to different settings and schedules.

Working Hours: Hours may vary, including occasional evenings or weekends to meet project deadlines, cover staff absences, and attend events.

Pressure and Prioritization: Ability to work under pressure, manage multiple priorities, and maintain focus in a fast-paced environment.

Flexibility and Resilience: Essential to demonstrate flexibility and resilience in navigating the diverse and evolving demands of the role.