Residence Manager/ Family Assistant

Residence Manager/ Family Assistant

Ponte Vedra Beach, Florida 32082

Full-time, 30–40 hours per week.

Core daytime hours are approximately 9:00 AM – 3:00 PM, with day-to-day flexibility to accommodate varying household priorities, medical needs, and evolving family wellness routines. Occasional additional hours for special projects or extended support will be coordinated with advance notice and mutual agreement.

ASAP

• The Residence Manager must maintain a 100% fragrance-free personal standard during working hours. This includes refraining from perfumes, scented body lotions, scented hair care/styling products, and strong laundry detergents; all daily personal care products must be fragrance-free or pre-approved by the family
• Maintain a smoke-free environment
• Reliable personal transportation and valid driver's license (mileage reimbursement provided for work-related driving)
• Comfortable following household health, masking, and testing protocols
• Comfortable working in a home where an infant regularly visits
• Comfortable with dogs and providing occasional backup puppy care
• Candidates are required to be up to date on recommended vaccinations in line with American Academy of Pediatrics and Centers for Disease Control and Prevention guidelines, subject to applicable legal accommodations (Flu and Covid-19 vaccine required)
• CPR/First Aid certification preferred
• Authorized to work in the United States

We are a close-knit, multigenerational family living across two nearby properties that function day-to-day as one connected household. Our extended circle also includes dear friends and their baby who live nearby and feel like family. Collaboration and harmony are central to how we operate; because of this, our Residence Manager must be eager to coordinate directly and collegially with the other household’s Residence Manager to plan and execute combined family activities and gatherings seamlessly. Above all, our goal is to reclaim precious time to spend together. We cherish leisurely family meals, shared activities, and a home filled with warmth, intention, and genuine connection.

Our homes reflect the way we live: peaceful, welcoming, thoughtfully organized, and cared for with meticulous attention to detail. We value well-designed systems and intuitive daily routines that keep everything running smoothly behind the scenes, allowing us to enjoy a sense of ease, privacy, and calm. While we don't currently have a dog, we anticipate welcoming a puppy into the family in the near future.

Health and well-being are central to our household, and maintaining a strictly smoke-free and 100% fragrance-free environment across both properties is an essential, non-negotiable standard.

You are an experienced, thoughtful Household Manager with a calm, grounded presence and a passion for organization. Warm, discreet, and comfortable working independently, you know how to offer proactive support while naturally respecting the rhythm and privacy of a peaceful home. You anticipate needs before they arise, follow through reliably, and take pride in your work while honoring established family systems and routines.

Collaborative and adaptable, you are just as comfortable coordinating responsibilities with our dedicated housekeeper as you are rolling up your sleeves to handle daily logistics yourself including running errands as needed. You have a high attention to detail with expense tracking, digital receipt logging, and responsible stewardship of household purchasing funds. For you, exceptional organization isn’t about reinventing the wheel, it’s about maintaining and nurturing the systems that already keep a household running smoothly.

You are adaptable and have a flexible mindset regarding working hours, comfortable flexing up availability during major holidays, family celebrations, and guest visits to ensure homes are fully supported.

Another cornerstone of this role is operational excellence: we are seeking a systems enthusiast who loves detailed documentation and will actively partner with us and maintain our comprehensive Sage Haus Household Playbook.

Above all, you bring sound judgment, genuine warmth, and a reassuring "I've got it handled" confidence that gives a family true peace of mind.

• Oversee daily operations across both residences to maintain each home in a clean, uncluttered, fully stocked, and move-in/guest-ready condition.
• Conduct regular, scheduled walkthroughs of both properties using tailored checklists to monitor condition, identify immediate needs, and ensure a consistently welcoming, high-standard presentation in all living spaces.
• Maintain impeccable order throughout all spaces, including clothing closets, linen storage, and pantry areas. Ensuring the interiors of closets and drawers look like merchandise inside a retail store at all times.
• Manage and coordinate the transfer of household supplies, linens, and essential items between both locations to prevent shortages and balance inventories.
• Collaborate closely with the family's housekeeper to align on weekly priorities, set schedules, delegate recurring responsibilities, inspect finished work, and provide constructive feedback across both properties.
• Maintain the home through light daily resets and ongoing tidying. In addition, oversee detailed deep-cleaning routines focused on overlooked zones, including closets, baseboards, vents, and upholstery.
• Oversee the routine cleaning, organization, and upkeep of outdoor patios, patio furniture, and exterior living spaces across both residences.
• Coordinate the dedicated upkeep of specialized zones at the primary home, including the tiled garage and secondary storage areas.
• Oversee routine maintenance and scheduled cleaning of household appliances and equipment (washers, dryers, dishwasher filters, vacuums, and ovens) following manufacturer guidelines and using approved, fragrance-free products.
• Execute routine air filtration maintenance across both residences, including removing and replacing three air filters per home and wiping accessible interior surfaces according to approved specifications.
• Proactively monitor both homes for leaks, physical damage, or needed repairs, communicating maintenance issues promptly for resolution.
• Strictly observe household systems, family belongings, quiet hours, and fragrance-free mandates; always secure prior approval before executing major organizational shifts, discarding items, or scheduling donations.
• Deliver a concise weekly written summary detailing completed tasks, ongoing maintenance, purchases, returns, active projects, and items requiring family authorization.

• Maintain comprehensive stock levels across both residences, executing regular audits to ensure everyday household essentials, pantry goods, and health-specific supplies are consistently replenished and readily available.
• Take full ownership of all household purchasing, sourcing items in alignment with established household standards and principal preferences.
• Track purchasing needs, maintain up-to-date shopping lists and approved-product records, organize receipts and purchasing summaries, and obtain prior approval before introducing any new or substitute products.
• Oversee incoming household packages, manage product exchanges, returns, and refunds, and coordinate approved vendor deliveries and on-site service visits.

• Manage household laundry operations across both properties in partnership with the housekeeper, assisting as needed to keep clothing, towels, bedding, and linens consistently cleaned and refreshed.
• Follow specific fabric-care instructions, handling delicate items, steaming, ironing, and overseeing dry cleaning drop-offs, pickups, and alterations as required.
• Uphold the family’s precise standards for folding, hanging, organizing, and returning all laundered items to their designated closets, drawers, and locations.
• Coordinate regular bedding changes, routine towel replenishment, scheduled linen rotations, and keep all linen closets organized and tidy.
• Maintain inventory and organized surplus supplies in laundry areas, strictly using approved fragrance-free detergents and laundering methods.

• Plan and execute the operational flow for recurring weekly family dinners.
• Oversee complete grocery sourcing, manage specialty ingredient procurement according to family dietary needs.
• Assist with food ordering and delivery coordination, grocery purchasing, and attractive, clean plating of meals as necessary to support daily family dining.
• Strictly follow established dietary preferences, food safety protocols, and zero-substitution rules for restricted foods, ingredients, and household products.
• Light Food preparation such as washing, chopping, and prep approved fruits and vegetables according to specific household instructions (full meal cooking not required).
• Purchase, restock, and organize food and non-food essentials across both homes. Maintain clean, organized refrigerators, freezers, and pantries at both residences.
• Monitor freshness, expiration dates, food labeling, and approved grocery inventory.
• Handle occasional pickup of takeout orders and prepared food deliveries, transporting them safely back to the residence as needed.

• Perform routine interior upkeep for all family vehicles and the golf cart, including vacuuming and wiping surfaces strictly with approved fragrance-free products.
• Maintain orderly vehicle interiors by routinely removing clutter and returning personal belongings to their designated home locations.

• Maintain clean, sanitized, and organized play spaces, nursery gear, toys, and books for a regularly visiting infant.
• Assist with preparation, setup, and cleanup for holidays and family gatherings, as well as occasional seasonal transitions and deep storage clean outs.
• Maintain flexibility for occasional special projects or adjusted hours upon mutual agreement and advance notice.
• Provide occasional additional household coordination during unexpected family health circumstances, following established instructions and maintaining strict confidentiality. This is a non-medical support role.
• Provide occasional, scheduled backup care for the family puppy when the primary caregiver is unavailable, including refreshing water, letting the puppy outside, and keeping pet areas and supplies tidy.

• Coordinate and inspect rotating deep-cleaning tasks with the housekeeper, including appliances, filters, dust-prone surfaces, patios, and garage areas.
• Track completion and ensure manufacturer instructions and approved cleaning methods are followed.
• Schedule noisy or dusty work during approved windows to be mindful of health circumstances.
• Assist with agreed organizational projects, prioritizing the core weekly workload first.
• Plan, curate, coordinate, and execute all details with caterers, private chefs, and service providers for family entertainment events; oversee the entire operational lifecycle on-site from preliminary setup through event service, breakdown, and final cleanup.

• Partner with us to create and maintain our household systems and the Sage Haus Playbook, working closely alongside the family during the initial build and serving as its ongoing daily caretaker.
• Consistently engage with digital tools on a daily basis by meticulously logging daily hours, referencing step-by-step operating procedures, and consulting photographic reset guides to ensure rooms meet exact standards.
• Serve as the proactive caretaker of the Playbook; regularly update, refine, and maintain documented systems so household operations run seamlessly without needing to be reinvented.

Please submit a short introduction letter, an updated resume, and 3 professional references with contact information. In your introduction, share your relevant household management experience, approach to staff coordination, and availability.

Please note: this role requires a background check.

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