Deputy, COO

OverviewWe are currently looking to hire a Deputy COO to join our team embedded with our client in San Francisco, CA. This position offers a hybrid work arrangement and is open to candidates located in the San Francisco Bay Area, including the Peninsula, East Bay, North Bay, and South Bay regions.Concentric is a risk consultancy specializing in delivering strategic security and intelligence services. We provide holistic, intelligent security solutions for private clients and corporations globally. Our ultimate goal is to be recognized as the most innovative, capable, and trusted Risk Management partner in the world, guided by core values: Integrity, Collaboration, Relationships, Excellence, Creativity, Results.We are committed to diversity, equity, and inclusion, and we are an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.Note: This description includes information about the Deputy COO role, responsibilities, qualifications, and compensation as part of the job posting.Job DescriptionThe Deputy Chief Operating Officer (Deputy COO) will support the leadership of a private family’s Residences & Personal Services Company by overseeing day-to-day management of the Family’s residential properties. Reporting to the COO, this role is responsible for ensuring each property is maintained to the highest standards, supervising household staff, coordinating vendors and service providers, and managing ongoing maintenance, budgets, and projects across a portfolio that includes 19 homes primarily in the Bay Area, with properties in Marin County, Palm Springs, New York City, and Florida. The Deputy COO will serve as the primary point of contact for property-level operations, providing hands-on oversight and ensuring seamless household experiences while escalating strategic or complex matters to the COO. This position requires strong experience in luxury residential property and facilities management, excellent organizational and leadership skills, discretion, and frequent travel throughout the Bay Area, with occasional out-of-state travel.ResponsibilitiesFinancial, Legal & Administrative ManagementAnnual Operating & Capital Expenditure Management: Prepare and track each property’s annual operating budget and, with the Families, create and execute an annual capital improvement plan per property, establishing priorities, timelines, budgets, and project teams.Bill Pay & Expense Controls: Manage household and property-related expenditures, document and reconcile vendor invoices and staff credit card purchases, and approve vendor payments.Reporting & Communications: Schedule regular meetings with the Family to review financial, legal, operational, and administrative matters; provide relevant business analytics; communicate directives to the organization; and keep Family members, staff, and external stakeholders informed.Risk Management: Maintain confidentiality and discretion; support disaster preparedness, safety protocols, emergency contacts, medical support, security personnel, background investigations, and NDA processes; ensure security of technology resources.Legal & Contract Administration: Identify and engage outside legal counsel as needed; monitor budgets/contracts and ensure regulatory surance Tracking: Maintain accurate coverage for the portfolio, including residences, projects, and high-value items.Database Management: Develop property and personal services databases and digital inventory documentation systems; perform regular quality checks.File Management: Maintain company-wide filing systems related to residences, employees, vendors, tenants, operations, budgets, finances, inventories, and property development.Staff Acquisition & Retention: Coordinate with the Company’s PEO on hiring processes, performance reviews, and compensation recommendations.Onboarding & Training: Implement onboarding and training programs to enhance performance; mentor staff.Staff & Vendor Management: Facilitate communication among family members, employees, and vendors; ensure security and confidentiality.Standard Operating Procedures: Develop manuals, QA standards, and training programs as requested.Vendor Relationships: Build strong relationships to ensure premium service and pricing; represent the Company and Family to vendors.Facilities & Property ManagementFamily Representation: Represent the Family to neighbors, colleagues, service providers, consultants, and legal partners.Property Acquisition & Divestiture: Support real estate opportunities and market assessments.Design & Construction Management: Oversee renovations and projects; communicate with Family and project teams to meet objectives.Property Advance & Travel: Travel between properties to oversee occupancy readiness, project management, and staff development.Move Management & Storage: Coordinate moves and manage off-site storage facilities.System Management: Implement access, maintenance logs, warranties, and security enhancements.Repair & Preventative Maintenance: Develop maintenance programs and track service providers; monitor budgets.Rental Properties & Tenant Relationships: Manage rental properties and coordinate with tenants.Household, Personal & Special Project ServicesHousehold & Personal Service Delivery: Serve as primary contact for housekeeping, childcare, culinary, and executive support; provide periodic progress reports.Operational Communication: Oversee organizational standards and information flow for staff to deliver high-quality service.Property Advances & Travel Oversight: Provide hands-on oversight of conditions and progress; coach staff and vendors.Event Management: Plan and execute events in coordination with the Family and staff.Collection Management: Maintain inventories of collectibles, licensing, and provenance; assist in acquisitions and sales as needed.Travel & Logistics Planning: Support seamless travel experiences and source rental solutions for vacations.Property Content & Personal Effects Inventory: Maintain inventories of furnishings and archival items.Required QualificationsMinimum of ten years of proven Family Office experience in a senior executive role with autonomous responsibility for a stand-alone business unit or company.Significant experience in property management (Owners’ Representative and/or Construction Manager).Experience in luxury residential development, design, and construction project management; contract negotiation and management; leading large teams.Knowledge of local codes, property regulations, and legal requirements.Adept in personal service, residential property management, hospitality, and property transactions.Familiarity with equine and ranch operations (preferred).Discretion, confidentiality, safety, and privacy in a private employer setting.Experience building teams through top-tier HR practices; high efficiency.Tech-savvy with proficiency in Google and Apple products and common collaboration tools (Outlook, Zoom, PM tools).Discretion, self-starter attitude, high attention to detail, and strong communication skills.Ability to work with Family members, staff, and vendors; flexible to non-traditional schedules; up to 20% pensation & Benefits100% employer-paid medical, dental, and vision benefitsMedical plan options: PPO or HDHP with HSA employer contributionMedical FSADependent Care FSAEmployer-paid life, STD, LTD, and AD&DPaid leave (vacation, sick)Employee Assistance ProgramWe are an equal opportunity employer. We foster a diverse environment and encourage applicants from all backgrounds. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status. #J-18808-Ljbffr

Created: 2025-10-06