Property Manager

Property Description

This 12-acre private estate comprises three villas and an oceanside studio, offering a total of 11 bedrooms, in addition to several service buildings. The grounds feature swimming pools, two beaches, and a variety of premium amenities. The property hosts invited guests for private holiday stays and occasional high-end events.

The on-site team consists of 18 full-time employees supported by several external contractors.

Role Summary and Requirements

The Property Manager is responsible and accountable for the successful day‑to‑day operation of the entire estate. This leadership role oversees all operational departments, including:

• Guest Services
• Food & Beverage
• Canine Care
• Groundskeeping
• Housekeeping & Laundry
• Beach & Water Sports
• Security
• Mechanical, Electrical & Plumbing (MEP)
• General Maintenance
• Accounting
• Any other department existing or created in the future

The Property Manager must develop, implement, and maintain Standard Operating Procedures (SOPs) and ensure continuous training across all relevant teams. All standards must align with the expectations of a high-end private luxury property.

A strong focus on service excellence, team development, and financial management is essential. The ideal candidate is a dynamic leader with proven experience in luxury hospitality, able to elevate guest satisfaction, optimize operations, and foster a culture of professionalism and performance.

Additional Role Requirements

• Strong stewardship of the property’s integrity and assets
• Commitment to financial prudence and transparent reporting
• Leadership that motivates staff to deliver excellence
• High environmental values and commitment to sustainable practices

The property is occupied for three to four months per year, during which flawless service standards are expected. During the remainder of the year, the focus shifts to maintenance, capital improvements, and long-term upgrade projects. The Property Manager will supervise these initiatives in collaboration with the Project Manager, as part of a multi‑year improvement plan.

A daily on-site presence is essential. The Property Manager must be willing to work overtime, weekends, and public holidays when necessary to ensure smooth, uninterrupted operations.

Key Responsibilities

Operational Management

• Ensure the property is maintained, operated and equipped to guarantee the safety of guests, employees, contractors and visitors.
• Develop and oversee a year‑round maintenance program, ensuring all infrastructure, equipment and facilities are regularly inspected, serviced and kept in excellent condition. Identify deterioration or breakdowns early and resolve them promptly, using in‑house teams or appointed contractors. Comparative quotations must be obtained for significant work. Oversee approved work, verify invoices and report associated costs.

• Investigate and fulfil approved property improvement requests, including upgrades, modernisations, additions, and environmental sustainability enhancements by:

ü  Researching solutions and potential suppliers

ü  Obtaining and reviewing quotations to ensure value for money

ü  Submitting proposals/quotations to the Trustees for approval

ü  Commissioning agreed works

ü  Planning and monitoring work (both operationally and financially), or liaising with the Project Manager / Contractors / Architects or third party engaged, for substantial projects

• Oversee all procurement processes, from sourcing locally and internationally to ordering, payment, delivery and installation.
• Review all expenditure requests, approve where appropriate, manage payments, identify inefficiencies and monitor actual expenditure versus budget.
• Provide weekly, monthly, quarterly and annual reporting as directed, covering project progress, team performance, contractor performance, financial performance versus budget, and relevant external factors impacting the property or company.
• Ensure the property is secure and protected from intruders and manage all access control.
• Ensure the property is equipped with appropriate fire, hurricane and disaster‑mitigation systems.
• Maintain adequate building and contents insurance, as well as liability insurance for employees, contractors, guests and third parties. Ensure appropriate insurance coverage is in place for all company vehicles.
• Manage contractors providing services to the property/company (e.g., accounting, landscaping, security, maintenance, administration), ensuring full fulfilment of contractual obligations.
• Ensure full compliance with all environmental, health & safety and licensing requirements.
• Attend and oversee weekly management meetings.
• Plan, implement and monitor health and sanitation standards for the kitchen, surroundings and food service areas, ensuring compliance with public health requirements and ownership standards.
• Liaise with the Food & Beverage team to analyze food requirements and supervise ordering when necessary.
• Plan for events and coordinate all necessary preparations, including supervising setup and breakdown.
• Meet with relevant staff as required to ensure service standards are consistently maintained.
• Oversee menu planning with the Chef in anticipation of occupancy. Support the team in preparing the property for guest stays and ensure seamless execution of all services, including F&B, housekeeping, entertainment, events and arrival/departure logistics. Monitor and control expenditure during guest occupancy.
• Supervise staff during service as needed to ensure quality execution.
• Ensure tables, dining areas and surroundings are impeccably set, clean and aligned with the aesthetic preferences of the owners and guests (e.g., floral arrangements, lighting, music). Maintain consistently high standards for food and beverage presentation.
• Conduct regular property walkthroughs to ensure all departments, common areas and guest spaces meet high standards of cleanliness, safety and maintenance. Conduct departmental audits accordingly.
• Provide assistance to an affiliated entity when necessary or requested.
• Perform any other duties assigned by the Portfolio Advisor or owners to ensure the optimal functioning and well‑being of the property and its occupants.

Human Resources

• Build and lead a cohesive, high‑performance team. Recruit permanent and temporary staff to fill vacancies as required.
• Provide coaching, feedback and accountability for direct reports. Create and implement personalised development plans aligned with strengths and performance potential. Ensure consistent training to maintain service quality and compliance.
• Champion internal promotions, retention and succession planning.
• Oversee staffing levels, scheduling and interdepartmental collaboration to ensure operational excellence.
• Promote a respectful, positive and professional work environment.
• Encourage open‑door communication and active team engagement.
• Ensure compensation, benefits and HR practices are fair and compliant with local legislation.
• Manage attendance, leave (annual/sick), overtime approvals, records, rostering and payroll (fortnightly and monthly).
• Collaborate with HR to manage turnover and support employee well‑being and recognition initiatives.
• Recognize outstanding service and immediately address any service deficiencies.
• Communicate goals, standards and service expectations clearly and consistently.
• Ensure compliance with all legal, statutory, tax, permitting, health & safety and labour regulations.

Property Stewardship

• Ensure proper stewardship of the property and protect the owners’ interests.
• Serve as a passionate ambassador for the property, both internally and externally.
• Lead by example, demonstrating excellence in service delivery, professionalism and work ethic.
• Inspire a culture of innovation, pride, responsibility and service excellence across all teams.

Financial Management & Communication

• Work with Stakeholders Trustees’ appointed representatives to develop the management structure, annual operating budget and capital expenditure budget, and ensure operations align with these plans.
• Ensure the property operates within budget parameters and actively identify cost‑saving opportunities across all departments.
• Implement and oversee preventive maintenance programs, inventory management protocols and cost‑control systems. Monitor accounting processes and manage bank payments.
• Analyze operational data regularly to optimize performance and reduce inefficiencies.
• Maintain transparent, timely and proactive communication with the owners.
• Provide regular performance reports, including guest feedback, financial results and team development updates.
• Anticipate the needs of VIPs, special guests and repeat visitors to deliver personalised, exceptional service.
• Continuously review the guest journey, propose enhancements and execute service‑improvement strategies.
• Maintain accurate records for inspections, audits, safety procedures and compliance documentation.
• Ensure positive relationships are upheld with the local community.
• English fluency is required; additional languages are an asset.
• Hospitality professional certification or equivalent qualification is advantageous.
• Advanced knowledge of luxury boutique hotel/villas property management processes, means and methods.
• Self-motivated and able to take initiative and present solution. Leadership and human resource management skills.
• Ability to plan in detail while anticipating and solving issues.
• Ability to budget, schedule, negotiate and control costs.
• Computer proficiency with the knowledge to prepare reports and documentation, etc.
• Keen observer of details and ability to translate guest actions as well as to spot items needing attention and to see details near and at a distance.
• Excellent organisational, multitasking, communication, project management skills and efficient time management.
• Comfortable reading and understanding financial statements, profit and loss statements and balance sheet.
• Competent in crisis and conflict management.
• Must possess good health and body strength with appropriate reflexes and hand-eye coordination.
• Must be able to exert oneself over reasonable periods of time, doing reasonable tasks as required by the job without being winded or feeling fatigued.
• Knowledge and understanding of food preparation procedures, food and drinks and different types of service. Familiar with menu items and be able to match these with guests needs, in consultant with the Food & Beverage team.
• Must possess good inter-personal skills and customer relations, without fear of speaking to persons of all ages, professions and status in life, but possessing tact and diplomacy, while being honest and confidential in relating to guests, employers and colleagues.
• Full knowledge and understanding of job and requirements by meeting targets and identifying areas for improvement.
• A team player, as well as good understanding of local practices and culture.
• Recognise potential problems and develop solutions.
• Assist with planning by providing operational assessments, reviews and suggestions as well as justification for budgetary expenses.
• Demonstrate acceptable grooming standards in keeping with corporate culture and job position.
• Maintain confidentiality and business ethics and respect owners, guests and colleagues’ privacy.
• Express loyalty and dedication to the company in interactions with others.
• Attend work dutifully and follows all guidelines, rules and regulations.
• Be able to correct others in a congenial manner and with maximum effect.
• Inspire confidence, respect and motivate employees. Accurately evaluate employees and departmental performance and give direct, constructive and actionable feedback.
• Develop realistic plans to manage and meet company goals and future needs and report on these in a timely manner.
• Effectively utilise staff, material and equipment to control capital and operating costs.