Accounts Payable Coordinator, Family Office

Accounts Payable Coordinator, Family Office

Portland, OR

Geffen Mesher & Company proudly stands as one of Portland's foremost locally owned accounting firms, with a distinguished history of over 90 years dedicated to serving clients throughout the Northwest. We owe our enduring success to our client-centric ethos and unwavering commitment to our team members. We provide a full suite of professional services, including Accounting, Assurance, Business Consulting, Business Valuation, Data and Analytics, Litigation Support, Family Office, Transaction Services, and full-service Tax planning, spanning several industries.

At Geffen Mesher, we believe in fostering strong, lasting partnerships with our clients, and we do the same for our team members. We are a large firm with a small firm feel. Our shareholders are humble, down-to-earth humans who hire and support motivated and resourceful people and provide opportunities to lead successful personal and professional lives. We provide ample growth opportunities whether you are starting as an intern, or you are a seasoned manager.

We are seeking an AP Coordinator to join our Family Office Services team. This group provides customized day-to-day administration and oversight of the financial affairs of high-net-worth individuals and families. We see ourselves as an extension of our clients, offering a wide range of services that include bill pay and bookkeeping for individuals and their businesses, accounting and advisory services, trust and estate oversight, assistance with philanthropic efforts, and educating the next generation on the family’s wealth and legacy.

As the AP Coordinator, you will take ownership of daily accounts payable tasks and administrative support, and play a vital role in the daily financial operations and administrative support for our diverse high-net-worth clients. You will be responsible for compiling and initiating the accounts payable process, ensuring timely and accurate processing of invoices, payments, and expense reimbursements. This position is ideal for someone who thrives in a service-driven environment, values accuracy and discretion, and enjoys supporting a collaborative, high-performing team. 

What You’ll be Doing:

Accounts Payable & Financial Support:

• Receive, organize, and accurately enter vendor invoices into bill payment systems.
• Route invoices for approval.
• Monitor invoice due dates and prepare weekly disbursement schedules to ensure timely payments.
• Maintain up-to-date vendor records, including W-9s and banking details; assist with annual 1099 preparation.
• Track recurring payments and support cash flow planning.
• Assist with accounts payable-related bank reconciliations and ensure proper expense documentation.

Client & Team Coordination:

• Respond promptly to vendor inquiries and monitor payment statuses.
• Communicate with internal accountants and client contacts to clarify payment questions or obtain approvals.
• Flag unusual transactions or discrepancies to the team for further review.
• Participate actively in ongoing process improvements for accounts payable and office operations.

Administrative & Operational Support:

• Sort and distribute incoming mail for Family Office clients.[MH1] 
• Maintain organized electronic files in shared drives and secure online portals.
• Assist with document preparation and occasional in-office errands or mailings as needed.
• Provide general administrative support to the Family Office team, contributing to smooth daily operations.

What We Are Looking For:

• Two or more years of accounts payable or bookkeeping experience with an emphasis on administrative support.
• Experience with with QuickBooks Online, Bill.com, or similar tools.
• Demonstrated ability to quickly adapt to new processes and software, coupled with strong analytical skills and proficiency in Microsoft Office suite, particularly Excel.
• Strong attention to detail and organizational skills.
• Excellent teamwork skills balanced with the ability to work independently, manage multiple priorities, and meet deadlines with minimal supervision.
• Unwavering commitment to maintaining the highest standards of professionalism and client confidentiality.
• Strong communication skills, with the ability to interact effectively with vendors and colleagues.
• Intellectual curiosity and proactive mindset, taking the initiative to identify process improvements to explore with the team.
• Proven track record of reliability and dependability in professional settings.
• Efficiency-oriented approach, with a focus on punctuality and continuous improvement of work processes.
• Ability to thrive in a dynamic environment, adapting to changing priorities while maintaining attention to detail, while simultaneously feeling at home with routine and repetitive tasks.
• Strong problem-solving skills and the capacity to think creatively when addressing client needs.
• Prior experience in a professional services environment is preferred.

Compensation & Benefits

At Geffen Mesher, we value transparency and equity in compensation. The compensation offered for this position will be based on a variety of factors including, but not limited to: years of relevant experience, unique or specialized skill sets, education, licensure, internal equity, and location. The estimated hourly range for this position is $26.00 - $30.00 an hour. 

Additional Benefits Include

• 401k with a 3% employer contribution
• Discretionary profit sharing of up to 4.5% annually 
• Medical, dental, and vision insurance 
• 100% of employee-only medical premium coverage
• Medical, dependent care, and transportation flexible spending accounts
• 160 hours PTO, 12 Paid Holidays, 8 hours of Volunteer Time, and Paid Parental Leave
• Hybrid work options
• Flexible working hours in the summer 
• Generous Employee Referral Program
• Incentive plan for sales leads
• On-site gym

Geffen Mesher is committed equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability status, protected veteran status or any other characteristic protected by law. We are committed to providing access, equal opportunity, and reasonable accommodation for persons with disabilities.  

To protect the interests of all parties, Geffen Mesher will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to the Firm, including unsolicited resumes sent to the Firm mailing address, fax machine or email address, directly to the Firm’s employees, or to the Firm’s resume database will be considered property of Geffen Mesher.  The Firm will not pay a fee for any placement resulting from the receipt of an unsolicited resume. The Firm will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This also includes partial resumes, candidate profiles, and candidate details or information.