Job Description
Job Description ESTATE CONCIERGE Miami, FL
(4-24-24 revised) POSITION SUMMARY Our Client is seeking a career Estate Concierge (EC) who is experienced in hands-on service, hospitality, and working in fine homes and possesses superb attention to detail. This role requires a service-oriented, self-motivated, trustworthy individual who takes the initiative in managing the home environment and is attentive to meeting the family's needs. This position will report directly to one of the Principals and will collaborate heavily with their Family Office team. The position serves as the external point of contact for the Family and consistently represents them with the proper etiquette, respect, and diplomacy with all vendors, visitors, and staff. This is a hands-on position requiring skills ranging from greeting guests, overseeing housekeeping staff and the condition of the home(s), serving food and drinks for the Family and guests as needed, and having the flexibility and ability to care for and anticipate the Family's needs. Candidates must be proactive and resourceful and can solve problems with minimal oversight.
The EC must be punctual, extremely organized, mindful, calm, friendly but not familiar, flexible, and ensure the Family's comfort. Long-term success in this role will demonstrate the ability to organize themselves and others, make checklists and workflows, and possess the skills to expand managerial responsibilities over time. Seeking a true professional who takes pride in their work and desires to support a busy, active young family.
Essential Duties and Responsibilities Hospitality & Service Responsibilities - Concierge Duties - Greet all guests, ensure their comfort, and manage their needs upon arrival and during their stay in residence.
- Consistency - Ensure that each residence has a consistent feel, that staff understands the Principals' preferences, and that the household team flawlessly delivers concierge service to Family & guests.
- Family Preferences & Service Standards -Document all owner preferences in coordination with the household and remote property teams. Ensure the home atmosphere is comfortable for the owner.
- Vehicle/Driving Support - Occasionally drive family members when the chauffeur is unavailable and work with the driver to assist with maintenance and cleaning of cars.
- Culinary & F&B Service - Familiar with table setting and service for formal and informal events. True expertise in providing front-line food & beverage service to the Family and their guests, including meal service, plating family-style meals, and serving wine, cocktails, and snacks as needed.
- Wardrobe & Packing - Coordinate with staff and the Family Office team to ensure appropriate coordination of packing, unpacking, provisioning, shipping, and transporting items between residences.
- Errands - Run errands on behalf of the Principals (e.g., shipping packages, receiving deliveries, packing and unpacking, shopping, etc.)
Residence Coordination & Service Responsibilities - Maintenance - Ensure all household equipment, appliances, and utilities are in working order and maintained appropriately. Maintain digital maintenance schedules for all items. Train staff in the appropriate handling of interior and exterior finishes.
- Standard Documentation - Maintain each property's cleaning schedules, interior and services protocols, procedures, and digital checklists.
- Residence Surveys & Related Travel - Conduct routine site visits to residences as assigned. Thoroughly evaluate property condition, organization status, and protocols. Advise the Family Office of any maintenance issues. Travel to NYC once every four to six weeks to do walk-throughs of properties and follow up with any repairs. No international or domestic travel with the Family as of now.
- Household Inventories - Support the Principal with inventory and ordering protocols for all household contents and supplies at the residences and ensure they are maintained and updated.
- Automobiles & Watercraft - Coordinate with the Family Office with maintenance and record keeping. Ensure scheduled maintenance and digital records are updated and accurate at all times.
- Technology - In coordination with a Principal, oversee routine testing of all property-based technology and AV/IT devices.
- Security - Understand each property's unique security needs and ensure the security systems and protocols are maintained as established. Stay present while vendors are on the premises.
- Emergency Management - Ensure accurate and comprehensive emergency response, evacuation, and recovery programs are in place for all properties and in support of the Principals when traveling. Establish residential preparedness, evacuation, and recovery protocol monitoring/testing schedules and evaluate compliance regularly. Coordinate emergency staff members.
- Shipping & Receiving - Ensure consistent receiving, mailing, scanning, and distribution methods at all residential properties. Process and log incoming and outgoing packages and can lift/hold and unpack heavy packages - especially large food orders.
- Special Projects - Assist with projects assigned by the Principals and/or Family Office, including residence moves, onboarding new properties, holiday dcor, etc.
Administrative & Staff Management Responsibilities - Household Services Oversight - Serve as the point of contact between the residence staff and the Principals and collaborate with the team on residence issues, household staffing, and other staff/vendors as required. Lead by example and ensure the team is punctual and attends to their established duties.
- Training - Ensure staff adheres to the training programs and protocols developed by the Family's hospitality consultants. Capture those processes and ensure they are properly included in the digital database.
- New Hire Orientation Support - Participate in the household team's onboarding process. Assist in developing new hire training programs, including leading orientations to review home and dwelling layout, safety and emergency protocols, alarms, communication protocols, and home systems, and coordinated training specific to each property.
- Communication - Occasionally attend meetings with the Family Office to coordinate projects and events, elevate workflow, and ensure information is properly recorded in the digital database. Communicate clearly and consistently with all property staff and all off-site partners. Participate in daily/weekly household staff meetings to review projects, events, travel, and staffing schedules.
- Financials - Review and approve household staff expenditures, assist in managing/tracking expenses and bills, reconcile credit cards, and coordinate with accounting partners in the Family Office.
QUALIFICATIONS Education & Experience - A bachelor's degree and at least five-plus years of relevant experience or equivalent combination of education and experience providing concierge service in a high-service, action-oriented private household environment with high accountability levels. Adept in private service environments.
- Private household experience is required. Will consider some luxury hospitality experience in a high-end villa resort providing private butler support.
- Catering or fine dining meal etiquette training/certification or equivalent experience is a plus.
- Meticulous with refined attention to detail, highly professional with excellent communication skills.
- Experience maintaining a private employer's confidentiality, safety, security, and privacy.
- Must be very tech-savvy and familiar with a paperless office environment, Asana or similar project management software, Microsoft Office, Smart Home systems, text messaging platforms, etc.
- Must have a clean driving record and reliable transportation.
- Must be able to lift up to 50 lbs.
- English and Spanish fluency is preferred.
ADDITIONAL INFORMATION - Work location: Based at the Family's primary residence in Miami, FL. Occasional out-of-town travel to NY is required. This is a live-off position.
- Local candidates familiar with the area and have relationships with exceptional local vendors are required.
- Work hours are generally 8:00 am - 6:00 pm, Monday through Friday, but must be flexible to include occasional weekends, and when this is required, the days off schedule will be adjusted accordingly.
- Compensation: $165,000-$200,000 DOE + medical, dental, and vision benefits. 10 days paid vacation, 5 sick days.
- Smoke and drug-free work environment.
Job Tags
Holiday work, Local area, Remote job, Work from home, Flexible hours, Monday to Friday,