Kat Paolino
Summary
Dynamic Director of Residences with a proven track record in the management of multiple estates and adept at leading cross-functional teams and managing multi-million-dollar budgets. Expert in project management and vendor relations, I excel in optimizing operational efficiency and delivering high-quality results, ensuring client satisfaction through effective communication and strategic problem-solving.
Overview
36
36
years of professional experience
Work History
Estate Project Management Consultant
Kat Paolino Inc.
NYC, Austin, Palm Beach, The Hamptons, Big Sky, Aspen, Rhode Island, Ireland
09.2020 - Current
- Assessed and audited properties to identify renovation and new home setup needs.
- Led project planning sessions to define goals and scope.
- Managed cross-functional teams to ensure project alignment and collaboration.
- Developed project timelines using industry-standard tools for tracking progress.
- Facilitated client meetings to gather requirements and provide updates.
- Coordinated resource allocation to optimize team performance and efficiency.
- Utilized forward-thinking approach for uncovering and solving stakeholder concerns and project issues.
- Identified and monitored key performance indicators to track progress of projects.
- Designed processes ensuring timely deliverables in alignment with contract timelines.
- Coordinated cross-functional teams across multiple departments to ensure timely delivery of tasks.
- Established communication protocols between internal teams and external customers and partners.
- Documented and submitted to client exhaustive report of recommended actions and processes at completion of consultation.
- Introduced contractors for project estimates and established maintenance contracts with preferred vendors.
- Oversaw property purchases, collaborating with realtors and legal teams to expedite closures.
- Ensured all permits were current and supervised inspections for due diligence.
- Collaborated with architects and interior designers on renovations and new builds, interpreting structural, mechanical, and landscaping plans.
- Managed sales of properties, coordinating staff to maintain viewing readiness while handling daily operations.
- Created annual maintenance calendars and budgets, coordinating contracts with contractors for effective execution.
- Determined staffing requirements for properties, overseeing interviews, hiring, onboarding, and training processes.
- Addressed customer concerns or questions regarding project status or outcomes.
- Maintained up-to-date records of all activities performed throughout each phase of a project's lifecycle.
- Set project schedules and oversaw milestones for duration of project.
- Evaluated potential vendors and contractors for their ability to meet project requirements.
- Developed and implemented project plans, schedules, budgets, and estimates.
- Established project budgets and tracked expenditures.
- Oversaw project life cycle from concept to final delivery, ensuring alignment with client expectations.
- Led meetings with internal team members, consultants and contractors.
- Conducted periodic inspections of job sites for quality and progress.
- Generated and tracked change orders and other contractual modifications affecting budget and schedule.
- Made changes to project scope and cost and implemented most effective change management processes to keep project up-to-date.
- Created project status presentations for delivery to customers or project personnel.
Estate Manager
Liver King LLC
09.2023 - 12.2024
- Managed 5 residential properties including a 200 acre working ranch and a corporate headquarter building set on 35 acres with offices, gyms, grazing exotic animals.
- Oversaw daily operations of estate, ensuring timely completion of all tasks.
- Coordinated maintenance schedules for property upkeep and repairs.
- Oversaw vendor relationships to secure quality services for the estate.
- Developed budgets for estate expenses and managed financial records.
- Implemented security protocols to safeguard property and residents.
- Conducted regular inspections to ensure compliance with safety standards.
- Facilitated communication between staff, vendors, and residents for smooth operations.
- Organized events and activities to enhance the estate's community engagement.
- Utilized smart home systems to modernize estate management.
- Vetted staff and new hires to enforce house rules and guidelines.
- Contacted, screened and interviewed vendors and negotiated compensation to meet budgetary requirements.
- Oversaw principal's home to ensure adherence to established standards, procedures, and practices for consistent service quality.
- Organized and maintained record of upkeep to chart improvement schedule.
- Trained and managed onsite personnel to provide high-quality service staffing.
- Verified estimates and proposal specifications for contracted work.
- Adhered to relevant laws, regulations pertaining to estates, property management practices.
- Supervised onsite activities and delivered day-to-day instruction to estate staff.
- Negotiated contracts with suppliers and contractors for goods and services needed by the estate.
- Coordinated design and completion of construction and renovation projects to enhance estate functionality and aesthetics.
- Reviewed architectural plans for new construction projects on the estate grounds.
- Hired and managed contractors for seasonal and monthly work.
- Established and enforced policies and procedures to optimize management of estate assets and improve operational efficiency.
- Maintained records of employee performance evaluations and disciplinary actions taken when needed.
- Resolved conflicts between staff members or between staff members and clients in a timely manner.
- Coordinated with outside organizations such as local government agencies or utilities companies.
- Monitored financial performance to ensure compliance with budgetary requirements.
- Managed daily operations of estate grounds, buildings, personnel, and equipment.
- Ensured that all necessary permits were obtained prior to beginning any construction projects.
- Prepared detailed budgets and financial reports for properties.
- Managed 12 staff including directing, hiring, and terminating. Established job descriptions and trained existing staff that I inherited along with new hires. Team building.
- Set up protocols, maintenance and inventory stock for all properties to raise the standard to 5 star service for family and guests.
- Interacted with the Principals daily and stood in as Chief of Staff assisting with new businesses being set up, calendar management, travel arrangements involving private plane charters, luxury home rentals, traveled ahead to prepare resort staff for family preferences and needs. Stayed on site to be available to the family whilst working remotely to oversee the daily ops of all the residences and businesses. Available 24/7 to the principal overseeing all his personal needs and creative projects.
- Vetted and hired contractors. Acted as owner's rep for multi-million-dollar renovations including the installation of a new podcast studio, renovations, pool install, large renovation of primary residence.
Director of Residence
Lindenspring LLC
New York
03.2017 - 09.2020
- Managed the daily operations, construction and renovations of 8 private residences. 7 story townhouse in Manhattan UES, Landmarked home Southampton, Landmarked Palm Beach, private island in Maine and large ranch and ski house in Montana.
- Met and negotiated with contractors on behalf of the principals overseeing new construction in Montana, Palm Beach and Maine with oversight of extensive renovation and remediation work in Southampton and NYC.
- Worked with Principals to set up a Property Management company/family office including the development of the Accounting and Human Resources departments.
- Negotiated contracts with contractors for new construction projects in Montana, Palm Beach, and Maine, and oversaw extensive renovations and remediation work in Southampton and NYC.
- Developed annual maintenance calendars for each property, negotiated contracts with vendors and set up protocols and schedules.
- Oversaw the management of 40 employees working closely with both the principals to set standards and protocols as well as changes.
- Responsible for hiring, annual reviews and terminations.
- Hired employees, conducted annual reviews, and managed terminations.
- Managed payroll, benefits, and general human resource duties.
- Travel ahead of family visits to ensure everything is ready for their arrival.
- Created and implemented protocols and standards at each property, including household manuals, staff training programs, employee handbooks, and team-building initiatives.
- Facilitated team building and staff management, ensuring support and encouragement for high productivity.
- Employment ended due to a family change with division and sale of several assets so no longer needed.
Estate Manager
Belvedere Property Management
New York
04.2013 - 10.2016
- Managed 65 acre estate - the primary residence of the principals and Park Avenue penthouse.
- Oversaw the day to day running of the estate.
- Oversaw daily operations of estate, ensuring seamless functionality and high standards for family living.
- Interacted with the Principals, head office Executive Assistants, Project managers, other Property Managers, yacht captains and private plane crew to ensure the smooth travel and transition of family from property to property worldwide.
- Managed multi-million-dollar corporate budget, accounting for expenditure, payroll and variances.
- Managed multi-million-dollar corporate budget, tracking expenditures and payroll to ensure financial accuracy and accountability.
- Contractors and vendors management and relationship building. Oversaw large renovation project for indoor pool house and landscaping project of 100+ mature tree installation.
- Managed security agents, and security protection including developing evacuation/disaster plans.
- Directed stable management for family horses and coordinated seasonal polo events.
- Employment ended after getting married and could no longer live on property which was a requirement.
House Manager/ Personal Assistant
Rock & Co
New York
01.2008 - 01.2011
- Supported Principal in managing art collection, personal administration, and household operations involving vendors and staff.
- Managed clients calendar including scheduling all business, medical and social appointments.
- Accompanied client to appointments, luncheons and all social engagements including travel for overnight stays at second residence.
- Filled in for housekeepers, butler, and chef during absences to ensure seamless household operations.
- Developed physical files and a comprehensive database for art collection of over 500 pieces, including preparation of exhibition loan agreements, insurance forms, and shipping arrangements; coordinated payments for new acquisitions and organized cataloging.
- Researched through auction catalogues and online sites for suitable purchases to add to the collection and copied and filed similar work by existing artists in the collection.
- Ensured continuity of household services by taking over responsibilities of absent staff.
- Delivered consistent support to Principal to facilitate household management until role ended.
Owner and Manager
Bedford
01.2002 - 01.2008
House Manager & Personal Assistant
Chevy Chase, Cornelius Productions
Bedford
01.1999 - 01.2002
Nanny/ Personal Assistant
Jan Petrow, Vineyard Brands
Katonah
01.1994 - 01.1999
Private Family Nanny
Philip Rocher Esq.
Putney
01.1990 - 01.1994
Education
High School Diploma -
Cambridge House Grammar
Ireland06-1990
Some College (No Degree) - Business Administration Certificate
Bray Business College
DublinSome College (No Degree) - Computer Programming BTEC
Hammersmith College
LondonSkills
- Microsoft Office Suite
- Project management
- Communication skills
- Vendor management
- Budget management
- Staff scheduling
- Construction plans development
- Change management
- Problem solving techniques
- Cross-functional leadership
- Scheduling and budgeting
- Contract negotiation
- Problem solving
- Communication effectiveness
- Team building
- Project planning
- Schedule management
- Task delegation
- Project leadership
- Training and mentoring
- Performance improvements
- Project closure
Timeline
Estate Manager
Liver King LLC
09.2023 - 12.2024
Estate Project Management Consultant
Kat Paolino Inc.
09.2020 - Current
Director of Residence
Lindenspring LLC
03.2017 - 09.2020
Estate Manager
Belvedere Property Management
04.2013 - 10.2016
House Manager/ Personal Assistant
Rock & Co
01.2008 - 01.2011
Owner and Manager
01.2002 - 01.2008
House Manager & Personal Assistant
Chevy Chase, Cornelius Productions
01.1999 - 01.2002
Nanny/ Personal Assistant
Jan Petrow, Vineyard Brands
01.1994 - 01.1999
Private Family Nanny
Philip Rocher Esq.
01.1990 - 01.1994
High School Diploma -
Cambridge House Grammar
Some College (No Degree) - Business Administration Certificate
Bray Business College
Some College (No Degree) - Computer Programming BTEC
Hammersmith College