The Anatomy of an Ultra-Luxury Estate: What It Takes to Manage Properties Across Multiple Locations

Managing an ultra-luxury estate portfolio goes far beyond maintaining stunning properties—it’s about orchestrating a finely tuned operation where every detail aligns with the owner’s lifestyle and vision. From sprawling coastal retreats to sleek urban penthouses, each estate is its own “resort”, demanding meticulous planning, a trusted team, and flawless execution.

Overseeing estates ranging from 10,000 to 80,000 square feet has taught me that success in this role hinges on proactive leadership, adaptability, and clear communication. You’re not just managing homes; you’re creating seamless environments where everything works like clockwork. In this post, I’ll break down a few of the core pillars of managing ultra-luxury estates across multiple locations and share lessons that have shaped my approach.

1. Strong Teams: The Foundation of Success

No estate manager can be everywhere at once. Building a team you can trust is essential. When hiring, I prioritize personality fit, dedication, and common sense—qualities that ensure smooth communication and alignment with the estate’s character. Even the best manager’s vision depends on the local team’s ability to deliver, so collaboration is non-negotiable.

2. Communication: Keeping Everyone Aligned

Frequent, clear communication is the glue that holds a multi-estate operation together. Weekly check-ins might suffice for some, but I’ve found that daily touchpoints with managers foster inclusion and ensure priorities stay aligned. Open communication also helps address issues as they arise, keeping the operation cohesive rather than disjointed.

3. Standard Operating Procedures: Clarity Is Key

In complex operations, ambiguity is the enemy. While smaller households may thrive without formal systems, larger estates benefit from clearly defined job duties and operating standards. Think of it as running a luxury hotel—when staff knows their responsibilities and performance metrics are clear, efficiency and job satisfaction soar. Time invested in creating detailed manuals pays off in smoother operations and happier teams.

4. Maintenance Schedules & Vendor Coordination

Large estates require proactive care to maintain their beauty and functionality. A detailed maintenance schedule—broken into daily, weekly, monthly, and annual tasks—ensures nothing is overlooked. This not only keeps the estate running smoothly but also provides a structured checklist for employees, reducing last-minute stress and miscommunication.

5. Security: Professionalism and Peace of Mind

Trust is essential, but security is critical. Whether it’s security personnel or strategically placed cameras, clear protocols create a professional environment and provide peace of mind for all parties. An estate is a workplace as much as it is a home, and fostering professionalism elevates both safety and service.