Senior Operations and Accounting Specialist

JOB SUMMARY: Responsible for overseeing accounting, cash management, payroll, and financial reporting across multiple family entities, while also serving as a trusted partner to the family and their advisors.

ESSENTIAL FUNCTIONS

35% of Job: Financial Accounting & Reporting

• Oversee and execute daily accounting operations across multiple family entities using QuickBooks.
• Maintain general ledger, prepare journal entries, and ensure accuracy of all financial records
• Perform monthly close and prepare monthly financial statements.
• Reconcile bank accounts, credit cards, loans, and investment-related activity.
• Prepare financial analysis, forecasts, or projections as requested.
• Develop and maintain dashboards and financial visualizations to support decision-making
• Support annual budgets and assist with year-end financial tasks.

25% of Job: Relationship Management

• Build and maintain trusted relationships with family members, household staff, and external advisors
• Partner closely with household staff to manage expenses, reconcile credit cards, and support day-to-day financial needs
• Build and navigate vendor relationships
• Deliver a high level of service with responsiveness, discretion, and attention to detail

20% of Job: Accounts Payable & Cash Management

• Oversee full-cycle bill pay, from invoice intake through approval and payment
• Maintain vendor records and ensure proper documentation and coding
• Monitor cash flow across entities and coordinate funding needs
• Proactively identify and resolve banking issues or time-sensitive financial matters

10% of Job: Operations & Administration

• Support management of insurance policies (home, auto, umbrella, etc.), including renewals and claims coordination
• Maintain organization and oversight of multiple entities, including documentation and compliance tracking
• Assist with special projects, including major purchases, property-related expenses, and other family office initiatives

10% of Job: Payroll & Benefits Administration

• Oversee payroll processing for household employees
• Ensure compliance with federal and state payroll regulations
• Maintain payroll records and coordinate annual reporting (W-2s, 1099s, etc.)
• Stay current on payroll, benefits, and employment-related best practices

MINIMUM REQUIREMENTS

Education: Bachelor's Degree

Education Major: Accounting or Finance

Work Experience: Minimum of 5 years of related experience

Behavioral Competencies:

• High level of discretion and ability to handle confidential information with professionalism
• Strong sense of ownership, accountability and follow-through
• Proactive, solutions-oriented mindset with the ability to anticipate needs
• Ability to manage multiple priorities and adapt in a dynamic environment
• Strong interpersonal and communication skills with a service-oriented approach

Technical Competencies:

• Proficient in QuickBooks (Online or Desktop)
• Strong Excel and Microsoft Office skills
• Strong attention to detail with high accuracy in work
• Excellent communication skills and interpersonal skills, with the ability to collaborate effectively with cross-functional teams
• Ability to prioritize tasks, multitask, and meet deadlines in a fast-paced environment.
• Strong analytical and problem-solving abilities
• Comfort with technology, including cloud-based tools and digital workflow solutions
• Analytical thinker with the ability to present financial information clearly and effectively