The Opportunity
We are offering an exciting opportunity to join a private residential properties team as the Facilities and Operations Manager. In this leadership role, you will not only assume final responsibility for the day-to-day operations of an expansive, energy-efficient waterfront estate and its complementary portfolio of properties in Naples, Florida, but also foster a collaborative, curious, service-oriented environment for the broader facilities team.
These custom-designed properties feature complex systems and infrastructure that operate at the standard of an exclusive industrial facility. As the Facilities and Operations Manager, you will guide the back-of-house team with clear communication, hands-on support, and a solutions-oriented mindset. You will oversee the functionality, safety, and operational integrity of the portfolio’s systems and facilities while building strong relationships across internal teams and external counterparties. Your ability to lead by example and roll up your sleeves as needed, is essential to cultivating a high-trust, high-performing culture.
The ideal candidate is a no ego, hands-on facilities operator with exceptional technical know-how and demonstrated experience in state-of-the-art commercial or industrial-grade mechanical systems and equipment. If you enjoy being on the forefront of green building technology, are a curious learner, take pride in developing and mentoring others, and thrive on delivering exceptional service at all times, then this role is for you!
As the leader of the facilities team, you’ll also oversee staff responsible for property maintenance; grounds upkeep; the automotive, maritime and bicycle fleet; and building facilities and systems. We are looking for someone who has a strong foundation in engineering, coupled with detail-oriented administrative, financial and organizational skills. This role requires precise technical execution, delivery of white-glove service, leadership acumen, and the utmost discretion.
This is a full-time position and requires flexibility for longer hours and weekends, as needed. This role will report to work at the primary property and will include regular travel across Naples to other properties within the portfolio.
Responsibilities
Key responsibilities include but are not limited to:
General Responsibilities
- Maintain strict confidentiality regarding employer, family members, guests and assets
- Respect employer, family and guest privacy at all times
- Provide exemplary service and exercise good judgment while conducting business in a professional and courteous manner
- Be ready to dive into and take on whatever is needed as situations arise, collaborating with all members of the estate team
- Triage issues and service requests in real time
- Liaise with family office and security team on design, installation, functionality, maintenance and upgrades of all emergency protocols
- Lead facilities response during emergencies, including weather events, outages, and urgent repairs, ensuring rapid resolution and minimal disruption to operations
- Collaborate with estate management, the family office and external experts to ensure each property is in compliance with all governmental laws, ordinances and regulations
- Collaborate with housekeeping, guest services, culinary, events and security teams to ensure seamless guest experience
Facilities & Systems
- Oversee all building and facilities systems, including HVAC, plumbing, electrical, security, irrigation, spa and pool systems across the portfolio
- Conduct routine inspections and implement effective regular and preventive maintenance plans to ensure optimal performance and safety
- Perform hands-on inspection and initial triaging of all mechanical, electrical, and plumbing systems
- In collaboration with Building Engineer, troubleshoot faults in real time – diagnosing issues with electrical currents, control boards, sensors, mechanical components, and pressure or flow abnormalities
- In collaboration with Building Engineer, monitor system performance through BMS dashboards, trending tools, and manual readings, adjusting equipment for optimal efficiency
- Troubleshoot minor repairs in coordination with facilities team and partner with external specialized vendors as needed
- Oversee energy management systems in support of net zero mandate
- In conjunction with Senior Estate Manager and family office, assist in planning, management and completion of all capital projects
Property & Grounds
- Assume full operational responsibility for the care, presentation, and performance of the portfolio’s buildings, landscaped grounds, and indoor/outdoor infrastructure, ensuring a world-class standard is maintained at all times
- Lead, supervise and mentor the Maintenance Technician and Exterior Property Attendant, setting clear expectations, providing regular feedback and fostering a culture of accountability, collaboration, and service excellence; ensuring appropriate resources across the various functions within the team
- Work closely with the Senior Estate Manager to implement the overall vision for the property, translating high-level direction into day-to-day operations that ensure the estate is immaculate, secure, and fully functional at all times
- Conduct regular inspections of the properties and grounds to proactively identify and address areas requiring attention, coordinating with the Senior Estate Manager, appropriate team members, and service providers to address items proactively and resolve efficiently
- Work closely with the Senior Estate Manager to develop and implement a comprehensive seasonal care plan and calendar that outlines key tasks and timelines for pre- and post-high season property readiness
- Lead seasonal properties transitions to ensure the portfolio is fully operational and visually pristine for high-season and properly maintained during periods of low occupancy
Staff & Vendor Management
- Coordinate with the Senior Estate Manager to develop work schedules, task lists, and overall division of responsibilities across the team
- Vet, hire, and supervise vendors, service providers, trades and contractors for routine and specialty services (e.g., elevator, generators, aquarium, spa, etc.)
- Review vendor contracts, negotiating favorable contract terms including price, service level agreements, and deliverables
- Responsible for carefully reviewing costs and monitoring vendor-related expenses, actively identifying opportunities for financial and efficiency improvements
- Build strong, transparent relationships with vendors, acting as main point of contact, ensuring service continuity and timely issue resolution
- Ensure quality of work, adherence to timelines, and accountability across all service providers
- Foster a professional, humble, collaborative, and service-oriented team culture focused on high-quality excellence and exacting execution
- Ensure compliance with family office policies and actively support people and culture initiatives
- Actively communicate with all staff, family office team and additional stakeholders to guarantee awareness of any activities happening within the properties
- Assist with onboarding and training for new staff related to facilities operations, policies, tools, and emergency procedures
- Maintain safe working conditions for staff by implementing and reinforcing best practices for equipment use, hazardous materials, and emergency procedures
Administration, Finance and Risk
- Act as the central point of coordination for all facilities-related operations, ensuring seamless communication between the Senior Estate Manager, principal and family office
- Maintain meticulous records and logs related to maintenance schedules, vendor activity, service histories, warranties, safety inspections, compliance reports, and construction projects
- Partner with the Senior Estate Manager in preparing operational reports, facilities assessments and budget forecasts by compiling and maintaining accurate and timely data
- Develop and implement administrative systems that support preventative maintenance, work order tracking, procurement, inventory management, and regulatory compliance
- Track and process vendor invoices and purchase orders, verifying service completion before submitting documentation for approval
- Develop and maintain contract review process, including legal review and appropriate insurance requirements
- Partner with the Senior Estate Manager, family office and external contractors to regularly conduct thorough risk assessments, identifying potential threats
- Continuously monitor the portfolio for new or changing risks, assess the effectiveness of current risk mitigation strategies, and report findings to Senior Estate Manager
- Ensure adherence to OSHA, NFPA, Florida Building and Fire Codes, and environmental regulations (FDEP)
- Utilize risk management framework and estate protocols to plan for future risks and potential operational disruptions
Qualifications
- Bachelor’s degree in Facilities Management, Engineering, or equivalent experience
- 7+ years of hands-on experience in facilities management of large, complex commercial, residential, or industrial properties
- Demonstrated hands-on technical proficiency in building systems including HVAC, MEP, BMS, and net-zero
- Broad working knowledge of and experience across smart home systems, security, pools, spas, wine cellars, saunas, generators, geothermal, HVAC, MEP and operations
- Tech-savvy; proficiency with mobile apps, smart-home interfaces, and project management platforms
- Deep experience and successful history across the entire lifecycle of vendor relationships
- An understanding of contracts and warranties and an ability to collaborate with various relevant external stakeholders
- Ability to read and follow instructions for equipment and materials
- Highly organized, with strong follow-through and ability to prioritize competing demands with strong time management skills
- Ability to read and follow company policies, procedures and agreements
- Process-oriented; enjoy developing and implementing systems and documents
- Ability to quickly define complex and ambiguous problems, pinpoint key issues and implications, and develop workable solutions using sound strategic judgment
- Exhibit exceptional adaptability and flexibility to accommodate last-minute changes in plans, schedules, and requests
- Remain calm and resourceful under pressure, pivoting gracefully to meet the evolving needs of the household
- Exercise the utmost discretion in all professional and personal interactions, both on and off the property
- Maintain appropriate boundaries with the family, guests and staff, while fostering a trusting and positive working relationship
- Demonstrate a proactive, forward-thinking approach by anticipating needs and taking the initiative to address them
- Possess a meticulous attention to detail, ensuring all tasks are completed to the highest standards of excellence
- Ability to build rapport and credibility quickly with principal, family office, estate team, consultants and vendors
- Ability to prioritize various competing demands and deliver the highest level of five-star service
- Uphold the highest levels of professionalism, decorum, and etiquette at all time
- Strong communication skills in English, both oral and written, and strong interpersonal skills suitable for a diverse audience, with the ability to interact in a positive, friendly, and effective manner
- Able to lift up to 50lbs and perform physically demanding tasks inside and outdoors
- Must be flexible with work schedules, including evenings, weekends, and holidays, as needed
- Valid driver’s license and clean driving record; able to travel between properties, as needed
- Legal authorization to work in the US
- Successfully complete an in-depth background investigation
The Employer is committed to providing accommodation for people with disabilities. If you require accommodation through any aspects of the selection process, please notify us and we will work with you to meet your needs
Eligible for discretionary, performance-based bonus
Comprehensive benefits offered
Pay: From $145,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Relocation assistance
- Vision insurance
Work Location: In person
