Private Family Services of Oxford Coordinator

POSITION SUMMARY

As a member of the Private Family Services of Oxford team, the Private Family Services (PFS) Coordinator handles additional and/or more comprehensive back office services for one or more high-net-worth clients and/or their families including bill pay services, family/charitable entity bookkeeping and reporting and preparing statements of financial information and reporting packages. The PFS Coordinator may also handle accounting, payroll, administrative or concierge services including travel arrangements, home office organization and filing.

DUTIES & RESPONSIBILITIES

Pays bills and prepares comprehensive financial reporting packages

• Reviews invoices for accuracy and verify new vendors with client
• Pays bills for family members in a timely manner
• Maintains and reconciles checking accounts
• Prepares monthly bill paying report summaries as part of comprehensive reporting packages
• Prepares financial reports as needed
• Develops and maintains detailed records and filing system for accounts
• Maintains family gifting donation reports

Assists with accumulating tax information

• Prepares various reports for Accountant on a quarterly and annual basis

Develops and maintains records and reports for all family entities

• Pays bills
• Works with Client Services and other FOS Operations Associates to assist with client reports, and communications
• Accumulates and provides related tax information to Client Service

Handles other client requests

• Attends client meetings if necessary
• Composes and sends letters as needed
• Coordinates maintenance of client homes as needed
• Researches and answers related questions
• Handles travel arrangements as needed
• Maintains vital information sheets
• Payroll, as needed

Develops and maintains records for charitable entities if services requested by client

• Acknowledges charitable requests and requests donation confirmation letters

Handles certain required administrative tasks, attends various required internal meetings and participates in various training sessions for continuous technical development workload priorities

• Completes TimeTracker entries timely and accurately
• Reads, handles and responds to email and voicemail messages
• Attends team and firm meetings
• Strives to increase technical skills
• Stays current with technical developments
• Approaches learning opportunities with enthusiasm

Performs other duties as assigned

QUALIFICATIONS

• Previous experience supporting a c-suite level executive a minimum of three to five years of relevant work experience
• Previous experience in payroll and accounting, preferred
• Ability to interpret/analyze data and accurate attention to detail at a fast pace
• Must have a professional demeanor with the utmost respect for confidential matters is required
• Privacy/security is the number one priority of the clients
• Must be able to work independently and in a team environment
• Work with both PFS coworkers/team and client’s other employers/team
• Computer proficiency in Excel, Quicken, Outlook, Word and Quick Books
• Technologically and program resourceful
• Strong analytical skills
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must be detail oriented with excellent organizational skills
• Must have ability to multi task
• Must have ability to work in a high stress, faced paced environment
• Must have a strong work ethic with a positive attitude
• Sense of urgency ability to read a room
• Privacy and resourcefulness – even rotating priority list – being flexible is key

WORKING CONDITIONS

• Regular travel as business needs necessitate (mostly local – 2-5 trips per week to client’s home)
• Long periods of sitting utilizing a computer
• 100% Onsite