Job Description

Position Summary

Responsible for the high standards of organization of all properties. The Chief of Staff will also provide day-to-day oversight and leadership to the staff.

Essential Duties and Responsibilities

• Responsible for implementing strategic initiatives of all properties
• Oversees all household staff including housekeepers, office assistants, drivers, chefs, security and maintenance staff
• Oversees estate employees, and through them, coordinates, maintains, and improves productivity in the estates
• Develops standard operating procedures
• Coordinates and maintains task list for all operations of properties
• Ensures all tasks are completed according to set timelines
• Creates schedules, routines, and systems for staff to ensure all job responsibilities are met
• Manages budget and financial processes in the properties to ensure accurate and timely payments
• Oversees all expenses to ensure best value, incorporating an understanding of the needs and requests of the CEO
• Ensures all PRFs and receipts are submitted by all properties in a timely manner
• Oversees all documentation of all properties which includes activity logs, car logs as well as other logs dependent on the properties
• Ensures all property invoices are in line with quotes and paid in a timely manner as well as double checking we are not double paying
• Oversees and finalizes the budgets prior to final submission to CEO
• Manages and oversees day count documentation, working with various properties to make sure all cash purchases, personal card etc. are completed accordingly and photographed
• Creates protocols, systems and processes to be implemented in properties and ensure they are being followed
• Revamps and revises current protocols and systems that are failing
• Oversees maintenance projects and ensure completion while updating principal on status
• Serves as a central point of contact for vendors
• Acts as a liaison for staff members and CEO and accounting
• Updates staff on changes in protocols as principals needs change
• Assists in planning, setting up, and breaking down of events on various properties.
• Assists in furnishing, planning and putting together properties and yachts
• Complies with company policy and procedures
• Performs other duties as needed.

Primary Contacts (outside dept.)

• CEO and Executive Administrator – Operations
• Operations Manager
• Guests, vendors, corporate office.

Supervisory Responsibilities

• Approves hiring, firing, absences, and overtime
• Recommends salary changes
• Oversees performance evaluations, disciplinary action, and skill development

Education and Experience

• Bachelor’s degree in business management or related field
• Eight years of experience in property, facility and staff management or an equivalent combination of education, skill, and experience

Skills

• Exceptional positive attitude with strong energy
• Trustworthy
• Skills & knowledge developed through professional interest and ongoing learning
• Able to think on your feet
• Advanced Knowledge of Apple products and other Estate technology
• Able to respond quickly to a variety of tasks
• Always displays confidentiality

Working Conditions and Environment

• Intermittently lift, carry, pull, and push up to 30 pounds.
• Continuously see, sit, have balance.
• Frequently hear; talk; have repetitive use of arms, wrists, hands, and fingers; and grasp.
• Occasionally stand, grasp, and walk on even surfaces.
• Long or odd hours as needed
• On-call availability 24/7
• Frequent Travel

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