Identify, vet, and onboard an Estate Manager (EM) capable of running a high-functioning Miami household (or multi-residence portfolio) with the precision of a five-star general manager. Here's a 6-step process:

1: Clarify the Role

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Define the level of leadership your estate truly requires.

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Articulate the primary focus of your estate management activities. It is considered ideal when the Estate Manager oversees all property operations, budgets, vendors, and major projects if: 

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• You manage multiple residences or high-complexity systems
• Manages daily household rhythm and staff
• Your property requires hands-on scheduling and service leadership

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You may need a Chief of Staff instead of an Estate Manager if:

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• You need a strategic, executive-level liaison for family office or business interests
• You need a senior operator who aligns estate and personal affairs

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2: Codify Operations

Build structure before the hire begins. Agency Maison refines or creates your House Manual and Standard Operating Procedures (SOPs) covering:

• Property assets and maintenance matrices

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• Emergency procedures and escalation paths

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• Staff and vendor communication protocols

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We use Nines-based templates to guarantee your estate runs smoothly across all locations and teams.

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3: Hurricane Readiness by Design

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Integrate resilience into everyday operations. Preparedness is treated as culture, not crisis.

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Your EM will:

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• Follow Miami-Dade County hurricane guidance for supply kits, surge-zone maps, and comms planning.

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• Embed these into staff training, vendor SLAs, and annual readiness drills.

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• Run pre- and post-storm checklists as part of routine maintenance—not last-minute panic.

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4. Smart-Home Orchestration

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Protect and leverage your technology investments. Agency Maison screens EM candidates for technical fluency under CEDIA-aligned best practices, ensuring coordination with integrators for:

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• Access control and automation systems

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• Environmental sensors (HVAC, leak, IAQ)

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• Device hygiene, firmware updates, and digital security

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Because nothing should short-circuit (literally or figuratively) when luxury meets technology.

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5: Vendor Management & SLAs

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Bring discipline to vendor oversight. Your EM will implement:

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• Written scopes and measurable service levels

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• Vendor scorecards for landscaping, pool, generator, housekeeping, and specialty trades

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• Quarterly performance reviews

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All tracked through a dashboard that ensures accountability and proactive maintenance.

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6: Privacy & Confidentiality

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Safeguard the household and principal’s reputation. Confidentiality is not just a request, it’s a requirement.

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We operate under strict Non-Disclosure Agreements and codify privacy policies covering:

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• Visitor management and contractor sign-in

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• Device and photo restrictions

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• Secure communication and data handling

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7: The 90/60/30 Onboarding Plan

Deliver a structured, measurable first quarter.

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Timeline and Key Deliverables: 

Days 0–30: Audit all assets, vendors, and manuals. Establish risk register and reporting rhythm.

Days 31–60: Implement maintenance calendar, team comms cadence, and emergency drill schedule.

Days 61–90: Launch vendor scorecards, finalize SOPs, and present an executive dashboard.

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This roadmap ensures visibility, accountability, and confidence from day one.

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Agency Maison curates leadership legacies. We place Miami’s finest Estate Managers into homes that value clarity, discretion, and continuous improvement. Every placement includes tools to help you lead like you’ve been running the place for years.

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Work with Agency Maison