Family Office Bookkeeper

Position Summary

The Bookkeeper is responsible for managing the timely and accurate payment of personal, household, and entity expenses for the family office. This role emphasizes accounts payable, vendor coordination, and bank account reconciliation while maintaining strict confidentiality. The ideal candidate is detail-oriented, reliable, and capable of managing multiple accounts and payment processes with discretion.

Key Responsibilities

• Bill Payment & Expense Tracking
• Receive, review, and process all invoices for personal, household, and entity expenses.
• Ensure timely payment of utilities, mortgages, insurance, staff payroll, property management, and other recurring bills.
• Manage one-time and special payments (e.g., travel, medical, charitable contributions).
• Maintain organized digital and physical files of all invoices and receipts.
• Accounts Reconciliation
• Reconcile checking, savings, and credit card accounts monthly.
• Track outstanding payments and resolve discrepancies with vendors.
• Monitor cash balances to ensure adequate funds are available for upcoming expenses.
• Vendor Management
• Maintain vendor database with up-to-date contact and payment details.
• Act as primary point of contact for billing inquiries and payment confirmations.
• Negotiate billing errors and ensure accurate charges.
• Reporting
• Provide weekly/monthly expense reports to family office leadership.
• Support budgeting by categorizing and summarizing expenses.
• Prepare year-end reports for tax advisors and CPAs.
• Confidentiality & Discretion
• Safeguard all personal and financial information of family members.
• Maintain highest ethical standards in handling sensitive financial data.

Qualifications

• 3–5 years of bookkeeping or accounts payable experience; family office, private household, or professional services experience preferred.
• Strong proficiency with accounting and bill pay systems (QuickBooks, NetSuite, Bill.com, or similar).
• Excellent organizational and time-management skills.
• High level of discretion and professionalism.
• Strong Excel and reporting skills.

Skills & Attributes

• Accuracy and attention to detail in financial transactions.
• Ability to prioritize competing payment deadlines.
• Clear communication skills to coordinate with family members, vendors, and advisors.
• Self-motivated and dependable.