House Manager

Responsibilities:

Facilities & Maintenance Management:

• Oversee regular maintenance of the building, both proactive (preventive) and reactive (corrective).
• Maintain a maintenance logbook to record completed work, scheduled servicing, and urgent repairs.
• Ensure sustainability practices are applied in building upkeep, e.g., waste reduction, energy efficiency.

Procurement & Resource Management:

• Manage procurement of goods and services, including food stock, utility items, cleaning supplies, spare parts, and other operational resources.
• Keep records of suppliers, quotations, and purchase history to ensure cost efficiency.
• Ensure timely replenishment of consumables to prevent operational downtime.

Records & Inventory:

• Maintain detailed organizational records, including inventories of regularly used household and kitchen items.
• Establish a tracking system for usage, replacements, and losses.
• Prepare reports on stock levels and usage trends for management review.

Fleet Management:

• Oversee car fleet operations, including servicing schedules, fueling, repairs, and daily cleaning.
• Track driver assignments, routes, and work logs.
• Ensure compliance with vehicle insurance, licenses, and regulatory requirements.

Housekeeping & Sanitation:

• Supervise general cleaning of the entire property (interior and exterior).
• Implement a cleaning schedule and standard operating procedures (SOPs) for sustainability and consistency.
• Conduct inspections to maintain the hygiene and presentability of the property.

Staff Management & Performance:

• Monitor staff punctuality and attendance.
• Develop and implement Key Performance Indicators (KPIs) tailored to each staff role.
• Provide job descriptions, organograms, and clear reporting structures.
• Address staff concerns and resolve conflicts promptly.

Project Supervision & Renovations:

• Identify and propose new renovation projects to improve efficiency and modernize facilities.
• Research industry trends to recommend upgrades in line with best practices.
• Supervise contracted work, ensuring proper materials are supplied and project specifications are met.

Laundry & Wardrobe Oversight:

• Supervise the washman’s activities, including tracking items received, wash timelines, and items returned.
• Ensure proper care and accountability for all laundered items.

Accounts & Financial Oversight:

• Maintain accurate records of household expenses.
• Prepare monthly expense reports for management.
• Work with procurement and accounts to ensure transparency and cost control.

Staff Welfare & Development:

• Organize team-building exercises and activities to boost staff morale.
• Plan and implement training programs to improve staff knowledge, skills, and service delivery.
• Create an environment that encourages professional growth and collaboration.

Uniforms, Grooming & Guest Relations

• Ensure staff uniforms are standardized, clean, and presentable at all times.
• Train staff in etiquette, customer service, and proper mannerisms when addressing guests.
• Uphold the image and reputation of the household through professionalism.

Reporting & Communication:

• Provide directors with regular updates on operational activities, issues, and improvements.
• Establish clear systems and SOPs to streamline delegation and accountability.
• Maintain effective communication with staff, contractors, and management.

Requirements:

• Strong leadership and people management skills.
• Excellent organizational and record-keeping ability.
• Financial awareness and accountability.
• Knowledge of property maintenance and procurement processes.
• High standards of professionalism, discretion, and integrity.
• Ability to anticipate needs and solve problems proactively.