Job Description

Our client is looking for an Estate Coordinator / Personal Assistant to assist the Estate Manager with all administrative and property duties to help facilitate overall operations.

Responsibilities:

• Answer the phones and take messages.
• Maintain and organize an efficient office.
• Create, email, and post staff schedule weekly.
• Run errands.
• Notarize documents (if able).
• Help digitalize filing system for all departments.
• Create and maintain guest binders/manuals for properties.
• Track and update daily and weekly activity of property completed projects/tasks.
• Create and keep up-to-date property spreadsheets, databases, binders, and checklists.
• File all property documents, certificates, and other important information.
• Update invoice database.
• Work with Accounting to open wholesale or new accounts.
• Maintain and update complete inventory of warehouses.
• Work with other departments as needed.

Qualifications:

• 2–3 years of experience in a similar role, preferably within a private estate or family home setting.
• Strong technology skills, with proficiency in Apple products, Microsoft Excel, Word, Google Workspace, and related tools.
• Personable and professional demeanor, with proven experience managing vendor relationships and reviewing contracts.
• Exceptional attention to detail and organizational skills.
• Must exercise the highest level of discretion and confidentiality.

If this sounds like a fit, please submit your resume and portfolio for consideration!

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