Job Title/Position: Assistant Property Manager
Status: Full Time, Exempt
General
- Location: Primary: Palm Beach, Florida, Secondary: Miami, Florida
- Benefits: Medical, Dental, Vision, Life Insurance, AD&D, LTD, STD, 401(K), and Paid Time Off.
- Salary: Commensurate with experience
Role Overview
We are looking for an experienced and highly skilled Assistant Property Manager to support the oversight of operations, maintenance, and staff across a UHNW family’s residences. In this role, the Assistant Property Manager will work closely with the Regional Property Manager, contributing to property upkeep, financial management, administrative responsibilities, and hospitality services. The ideal candidate will be proactive, highly organized, and intuitive, capable of anticipating the family’s needs while maintaining discretion, professionalism, and the highest standards in all aspects of property management. The role requires complete flexibility with regards to work days, hours, and schedules during our in-season months.
Qualifications
- Proven experience working with ultra-high-net-worth (UHNW) families, property management, or luxury lodging environments.
- Strong computer literacy and proficiency with Microsoft Office and other relevant software applications, including AI development and integration.
- Professional, dynamic, and able to perform effectively under pressure while communicating clearly and confidently.
- Highly intuitive, with the ability to anticipate principals’ needs and prioritize tasks efficiently.
- Fluent in English; proficiency in Spanish is a plus.
- Demonstrated leadership skills with the ability to motivate and unify a team in a fast-paced, evolving environment.
- Committed to accountability and excellence, ensuring high standards are maintained at every touchpoint.
- Possesses an ownership mindset, treating residences and responsibilities with the care and attention of one’s own property.
- Must be able to lift up to 50 pounds.
- Must have a valid driver’s license
- Must maintain confidentiality and be comfortable signing an NDA.
- All job offers are contingent upon successful completion of background reference checks.
Responsibilities
Property/Residence Management Tasks
- Responsible for the care and maintenance of the residence and support structures (multiple locations), including assisting with offsite buildings
- Beach area, inspect for trash and remove.
- Landscape and garden, manage maintenance crews, complete and manage inhouse tasks with staff (power washing, cleaning decks, etc.), Inspect and maintain decorative yard fountains.
- Irrigation system check, coordinate repairs with vendors (as needed).
- Pool, hot tub and pool area (monitor equipment and perform weekly maintenance, coordinate with outside vendors as required).
- Terraces and exterior areas, monitor maintenance tasks and coordinate repairs; standard maintenance and cleaning completed in house.
- Wash all windows regularly.
- Exterior furniture care, protection and daily schedule, remove covers and wipe down all outdoor furniture (when residence is in use).
- Interior and Exterior Lighting – all lighting working properly.
- Mechanical areas are checked regularly for proper function (basement mechanical rooms and AHU locations).
- Check all plumbing and drains, ensure clean and in working order.
- Check all heating and cooling, maintain logs and coordinate quarterly maintenance with approved vendor.
- Check filtration system on a regular basis.
- Electrical system and generator system checked regularly.
- Audio-visual systems are fully functional and working properly (coordinate with I.T.)
- Oversee contracted vendors for waste removal, to ensure receptacles are emptied as agreed upon in contracts.
- Check stock of cleaning and household supplies, replace as necessary.
- Property assessment walk, completing digital checklist and following company standard SOP: review any items in need of attention, schedule necessary arrangements to repair and track repairs.
- Manage and assist Home Office / Properties Division with the care and maintenance of all Palm Beach family residences, including staff and support residences.
Interior tasks:
- Check cleanliness of all interior rooms, working with Hospitality Team and Housekeepers.
- Check electrical system components, review fixtures and replace lightbulbs (including exterior).
- Check RO system, pumps, pluming fixtures for proper operations.
- Walkthrough of mechanical rooms and check system/operations, including chiller systems
- Inspect all filters throughout property, check drip pans and monitor.
- Secure building envelop and ensure residence is secure.
Car Fleet
- Family vehicles: keep all cars fully serviced, fueled up and clean at all times; properly store during off-season; wash, clean inside, fuel and stock all vehicles, for family and staff.
- Staff vehicles: keep all golf carts fully serviced and charged; properly store during off-season; clean golf carts and maintain.
- Coordinate require maintenance and keep vehicle log; report to home office.
- Maintain digital archive on SharePoint.
Vendor Management
- Ensure that vendors are performing work properly and maintaining the integrity of the property.
- Conduct semi-annual review of contracts with respective vendors, report findings to the Properties Group.
- Track vendor insurance and keep current copies on site (and load to SharePoint).
- Manage vendor contact list.
Purchasing, Budgeting, and Forecasting for Multiple Budgets
- Draft and implement annual capital and operational budget for all budgets related the residence, grounds, landscape and support buildings.
- Produce quarterly cash requirement and monthly budget variance worksheets for property.
- Coordinate and assist Home Office for best operating procedures with overall financial objectives in mind.
- Obtain multiple quotes on purchases to ensure best value for the property, ensure SOP for bid process is executed.
Human Resources and Administration
- Manage and supervise residence/property operations.
- Oversee all property and seasonal employees.
- Work with the Family Office and Property Administrator on all administrative duties.
- Assist with hiring and training of property staff, and seasonal vendors/employees, working with the Hospitality Team on interior tasks.
- Approve staff timesheets (through HRIS); coordinate HR related tasks with Home Office.
Hospitality Family/Guest visits
- Ensure that residence and support buildings are ready for arrival.
- Check cleanliness of all exterior area and interior rooms.
- Oversee all aspects of arrivals and departures, including ground transportation and luggage delivery; coordinate with Aviation and Hospitality Team.
- Final walkthrough of exterior, complete residence check, and manage specific family/guest needs prior to arrival and during times in residence.
- Assist with housekeeping operations including walkthroughs, schedules, dry cleaning, and special requests received from the family and/or as requested by the Hospitality Managers
- Assist with driving needs, airport runs for family and guests, pick up / drop off family and guests for evening walks, assorted errands and deliveries (as needed).
- Assist the Hospitality Team (as needed) during family and guest’s time in residence.
- Assist with family gatherings, events, holidays, etc., must be available nights and weekends in preparation of and during special events.
Administration & Communication
- Review invoices submit to Home Office and Property Administrator for approval and track with vendors.
- Approve timesheets, vacation requests, ADP management, and submit for review/approval by Home Office (HR Manager).Assist with preparation of housekeeping schedules, reporting to the Properties Group and directly to the Principals.
- Sort incoming mail and remain in direct contact with each family member.
- Monitor and respond to emails, texts and voicemails promptly.
- Participate in weekly management calls and participate/attend meetings and calls as required.
Ad Hoc
- Supervise special projects that may come up, including but not limited to the following:
- Assisting Home Office / Properties Group with special operational and capital projects.
- Terrace and pool area maintenance/repairs.
- Exterior maintenance.
- Exterior play areas.
- Obtain estimates for any work needed on property.
- Oversee any crew that is on property completing work at all times.
- Specialty driving tasks as requested by the family or as directed by the team.
Confidentiality Requirements
- Family & Guest Privacy: You may not discuss, disclose, photograph, or share information about the family, their guests, or their activities with any third party, including on social media.
- Operational Confidentiality: operations, land management strategies, project plans, financial data, and vendor relationships are proprietary and not to be disclosed.
- Data & Records: all reports, maps, images, and records generated in this role are the exclusive property of the company / Family Office and cannot be retained or distributed without authorization.
- NDA Requirement: You will be required to sign a Non-Disclosure Agreement as a condition of employment.
Schedule
- Employees must be available for work on any day of the week, including weekends and holidays.
- Standard schedule is typically five (5) consecutive workdays with two (2) scheduled days off and during peak seasons, schedules may require six (6) or seven (7) consecutive workdays.
- Work hours may vary based on season, family residency periods, guest visits, and special events.
- Subject to PTO blackout period (October – May), unless prior approval is obtained for special life events.
Pay: From $80,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have experience working with UHNW Clientele? If so, in what capacity.
- Salary Expectations:
Location:
- Palm Beach, FL 33480 (Required)
Ability to Relocate:
- Palm Beach, FL 33480: Relocate before starting work (Required)
Work Location: In person
