What are the responsibilities and job description for the Private Family Services of Oxford Coordinator position at Oxford Financial GRP?
Department: Private Family Services of Oxford™
Reports to: Manager, Private Family Services of Oxford™
FLSA Status: Non-Exempt
POSITION SUMMARY
The Private Family Services of Oxford Coordinator (PFS) provides comprehensive back-office support to ultra-high-net-worth clients and families as part of the Private Family Services of Oxford team. This role Coordinator manages a full spectrum of financial operations, including bill pay, bookkeeping and financial reporting for personal and charitable entities. Additional responsibilities include administrative and concierge-level services including travel arrangements, household management and administrative support.
DUTIES & RESPONSIBILITIES
Financial Management & Reporting
- Review invoices for accuracy and verify new vendors with client
- Process payments for family members with precision and timeliness
- Maintain and reconcile all checking accounts
- Prepare monthly bill payment summaries integrated into comprehensive reporting packages
- Generate financial reports tailored to client needs and specifications
- Develop and maintain detailed records and filing system for accounts
- Track and document family gifting donations
Tax Preparation Support
- Compile quarterly and annual financial reports for client accountants
Family Entity Administration
- Manage bill payment across multiple family entities
- Collaborate with Client Services and other Family Office Services Technical teams to ensure seamless client communications and reporting
- Gather and organize ta documentation for Client Services team
Client Relationship & Concierge Services
- Draft and send correspondence letters as needed
- Coordinates property maintenance and household management services
- Research solutions to client inquiries
- Arrange travel arrangements as needed
- Maintain current records of client information and preferences
Charitable Entity Management
- Acknowledges charitable requests and requests donation confirmation letters
Additional Responsibilities
- Perform other duties as assigned to support team objectives and client needs
QUALIFICATIONS
- Bachelor’s degree in accounting, business administration or related field preferred
- Previous experience supporting a c-suite level executive a minimum of three to five years of relevant work experience
- Must have strong computer skills including Microsoft Office products; Quicken, Quick Books experience preferred
- Experience with charitable foundations or donor-advised funds a plus
- Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders.
- Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
- Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
- Professional demeanor with an uncompromising respect for discretion and confidential matters
- Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion
WORKING CONDITIONS
- Limited travel
- Long periods of sitting utilizing a computer
- Travel check ins and monitoring time zone differences