Riveter Consulting Group is assisting a Client to unearth a live-out HOUSEHOLD MANAGER who is highly ethical, discreet, and a natural leader with strong multi-year private service experience with UHNW employer(s). The HM values protecting the privacy of the Principals, is self-motivated, loves to proactively bring solutions, is even-tempered and enjoys facing challenges with a “can-do” and “I’ll figure it out” attitude. The HM is upbeat, positive, a collaborator and team player who is a forward-thinker and looks ahead and anticipates needs. The HM excels at interpersonal interactions and has strong intuition when working with or supervising people. The HM handles multiple projects, with multiple deadlines, working with different personalities. The HM is well-organized, reliable and has solid technology skills, strong attention to detail with thoughtful and thorough work habits. The HM is a proactive agent for continued improvement and graciously gives and accepts feedback and leads by example. The HM has a passion for excellence to provide 5-star service.

Specific responsibilities to include:

General Management & Administrative

  • Hire, train and manage employees (5 at present), vendors and contractors as needed to ensure excellent service consistent with Principals’ overall objectives
  • Create and maintain Household Manual
  • Create and maintain household calendar
  • Update database
  • Negotiate contracts/service agreements, review and submit for approval by Principals
  • Ensure terms are an accurate reflection of services provided and reflect Principals’ confidentiality requirements
  • Work closely with Family Office on all property related bill pay. Receive and review bills, submit for processing
  • Work closely with the Family Office on all employee matters. Manage payroll approvals for household/property related employees
  • Manage staff, train new staff to the standards expected, manage schedules and number of needed employees to have full-time 7 day a week help
  • Handle any staff-related issues
  • Review staff’s performance
  • Work closely with Family Office to ensure appropriate background checks are completed on employees and vendors
  • Help maintain robust files on the property, vehicles and property-related assets
  • Make sure vehicles are washed and always gassed
  • Request financial transactions as needed to make sure vendors are paid on time
  • Coordinate with internal and external parties on Principals’ travel logistics
  • To and from airport, food for plane, transportation at the destination, reservations etc.
  • Purchase, wrap and track gifts and cards
  • Other duties as assigned

Household Management of Residence

  • Daily coordination and establishment of priorities with caretakers, housekeepers and barn attendants in light of weekly schedule and upcoming travel and possible changes
  • Coordinate upcoming parties/events (infrequent) with catering including menu, rentals, securing servers, and kitchen help, decorations, name cards, and valet parking
  • Manage household staff to ensure responsibilities are performed (housekeepers, barn attendants, caretaker)
  • Provide direction to housekeeping staff on cleaning-related issues
  • Create, maintain and manage lists of service deliverables, including daily, weekly, monthly schedules and special project needs (e.g. vacuum upholstery, reorganize attic, trim trees, pest control, gutter cleanouts, exterior window cleaning, outdoor furniture protection, garden soil prep). Review deliverables
    and ensure work is completed in line with client expectations
  • Review and approve hourly inputs and payroll for household staff
  • Events Coordination
  • Property Maintenance
  • Establish weekly, monthly, quarterly, annual and seasonal property maintenance requirements
  • Schedule, oversee and ensure completion
  • Implement preventative maintenance programs that minimize equipment failures and down times with minimal inconvenience to the Principals. (e.g. furnace replacement, exterior/interior painting, HVAC duct cleaning)
  • Coordinate with IT provider on the installation, set-up and updating of all on-site technology with utmost focus on security and reliability
  • Understand, monitor, and properly respond to house operations and warning systems
  • Maintain records of the house systems, track warranties, filter changes and appliance repairs, smoke, and fire alarm servicing, maintain and update emergency supplies
  • Coordinate with housekeepers regarding maintenance matters and on-site vendor management, when needed and appropriate

Property Assets

  • Assist with procuring and placing furniture, art, vehicles and other property assets into use
  • Coordinate with appropriate parties to ensure all registrations and insurance needs are met
  • Ensure vehicles are well maintained in ready condition
  • Ensuring cleanliness inside and out, re-fueling, readiness for use, and that insurance cards and registrations are up to date and processed in a timely manner.
  • Manage preventative care (i.e. rotating tires, checking oil and water levels, keeping battery water at proper level, ensuring oil is changed and vehicles are lubricated as required)

Special Projects

  • Coordinate cosmetic changes and upgrades, oversee the installation of residential equipment, furnishings and fixtures, and manage projects for requested décor changes
  • Obtain proposals, contractor’s bids, and contracts as well as review schedules and cost controls on all approved projects
  • Ensure projects progress smoothly and in line with Principals’ expectations
  • Identify problems and implement creative and efficient solutions
  • Work with security and technology specialists to ensure robust systems are put in place
  • Escalate matters requiring Principals’ involvement or decision making

The House Manager is always forward-thinking, helping to ensure family needs are met no matter how small the details. Principals’ best interests must always be top-of-mind Utmost discretion and confidentiality are paramount knowledge of horses and ability to housesit are a big plus General schedule is Monday-Friday with after-hours availability in case of emergency