Finance Operations Manager

ABOUT THE ROLE

We are hiring a Finance Operations Manager for a private family office supporting a high-profile

principal with interests spanning media, social impact, and nonprofit ventures. This is a hands-

on role that combines day-to-day bookkeeping with high-level financial operations oversight

across multiple entities and asset classes.

The ideal candidate is highly organized, detail-oriented, and comfortable handling confidential

financial matters with exceptional discretion. You will serve as the financial and administrative

backbone of the family office, managing everything from bill pay and payroll to investment

account administration and tax coordination.

This is a full-time, remote position with a slight preference for candidates based in Los Angeles

or New York.

KEY RESPONSIBILITIES

Financial Management and Bookkeeping

• Maintain accurate books across all entities

• Prepare monthly budget reports, cash flow summaries, and quarterly balance sheet

reports

• Manage bill pay, vendor coordination, and account reconciliation

• Coordinate with external bookkeepers as needed

• Review financial reports and flag discrepancies or unusual activity

Recruited by Opus Spark | opusspark.coAccounts Payable and Expense Management

• Manage all bill pay activities including scheduling, processing, and confirming payments

to vendors, contractors, and service providers

• Execute payments via ACH, wire transfers, and checks with strict adherence to approval

protocols

• Implement and maintain internal controls to prevent duplicate payments, unauthorized

expenses, or misallocations

Revenue and Income Tracking

• Manage the full invoicing lifecycle for speaking engagements, consulting work, and other

revenue streams

• Monitor receivables and follow up on outstanding invoices to ensure predictable cash

flow

• Reconcile all incoming payments against contracts and invoices; maintain accurate tax

documentation including W-9s

Cash Flow, Banking, and Treasury Management

• Monitor liquidity across all entities and accounts; ensure the principal has clear visibility

into current and projected cash positions

• Track spending patterns, identify variances, and flag emerging financial risks or

opportunities

• Oversee day-to-day banking, credit card, and investment account activity

• Process high-value ACH and wire transfers with strict verification and security protocols

Investment Account Administration

• Coordinate with external investment advisors on Defined Benefit Plan, Roth IRA, and

SEP IRA accounts

• Monitor asset allocation and flag deviations from risk tolerance parameters

• Execute account maintenance tasks including wires, contributions, and distributions

• Prepare quarterly performance reports across all investment accounts

Tax Coordination

• Prepare and deliver complete financial documentation to external CPA for annual tax

preparation

• Track all federal, state, and local tax deadlines; ensure estimated and final payments are

submitted on time

• Administer tax-deferred accounts and support strategic tax and income planning

• Serve as the primary point of contact for the CPA

Payroll and HR Administration

• Process payroll on a regular schedule for household and professional staff

• Onboard new employees and contractors into the payroll system

• Maintain employee records, contractor agreements, invoices, and 1099 tracking

QUALIFICATIONS

Required

• 3 years of bookkeeping or accounting experience, preferably in a family office, private

wealth, or high-net-worth individual setting

• Proficiency in accounting software (QuickBooks, Xero, or similar)

• Experience managing multiple entities simultaneously

• Strong understanding of payroll processing and HR administration basics

• Familiarity with investment accounts (IRAs, defined benefit plans, brokerage accounts)

• Excellent attention to detail, organizational skills, and ability to handle sensitive financial

information with discretion

Preferred

• Experience in a family office or private family enterprise environment

• Familiarity with tax document preparation and coordination with CPAs

• Knowledge of accounts receivable for service-based income (consulting, speaking, IP)

• Bookkeeper or accounting certification (e.g., QuickBooks ProAdvisor, CPB, CB)

• Highly proactive, resourceful, and solutions-oriented

• Proficiency with tools such as QuickBooks, spreadsheets, and Asana

WHY THIS ROLE

This is a unique opportunity to serve as the right hand to a high-profile principal whose work

spans media, social impact, and mission-driven ventures. You will have direct exposure to

multiple entities, asset classes, and industries while managing the financial operations of a

growing family office. If you thrive on variety, discretion, and building trust with a small team, this role is for you.