Family Office Operations Associate

Bill Pay, Accounting & Cash Management (Approx. 10 Hours/Week)

We are:

An independent Registered Investment Advisor (RIA) providing comprehensive wealth management, investment, and trustee services to high-net-worth families. With over $1 billion managed in-house, we serve as dedicated advocates for our clients’ total financial well-being. Our team helps families simplify financial complexity through sophisticated planning, disciplined investment management, resourced connections, and high-touch operational support.

You are:

• Highly detail-oriented and naturally precise in financial work
• Process-driven, with a strong preference for organization and structure
• Reliable and consistent, able to manage recurring responsibilities with accuracy
• Self-directed, comfortable working independently and managing tasks with minimal supervision
• Discreet and trustworthy, with the ability to handle sensitive financial information confidentially
• Service-minded, responsive and supportive in coordinating with clients, vendors, and team members

Position Overview

The Family Office Operations Associate supports the day-to-day financial administration of an exclusive group of two to three client household and entity finances. This part-time role combines bill pay management, bookkeeping, cash monitoring, and financial recordkeeping to ensure client financial obligations are executed accurately and efficiently.

The Operations Associate serves as the primary operational resource supporting family office financial activity, coordinating with vendors, banks, and internal team members to maintain organized records and ensure timely payments.

Schedule: Approximately 10 hours per week with flexible scheduling.

Key Responsibilities

Bill Pay & Payment Processing

• Manage the accounts payable process for family office clients
• Review and process invoices, checks, ACH payments, wires, and online bill pay
• Coordinate recurring payments including insurance, property taxes, and vendor services
• Maintain accurate payment documentation and transaction records

Banking & Cash Management

• Monitor bank accounts and cash activity
• Perform monthly bank and credit card reconciliations
• Record deposits, investment distributions, and other incoming funds
• Coordinate with financial institutions regarding account activity

Accounting & Financial Records

• Maintain general ledger records and record journal entries
• Track and categorize financial transactions
• Maintain organized financial documentation and supporting records

Reporting

• Prepare monthly activity summaries and financial reports
• Assist with expense tracking and variance analysis
• Support internal review of client financial activity

Vendor & Payment Administration

• Maintain vendor records and W-9 documentation
• Coordinate invoice review and payment approvals
• Track outstanding invoices and vendor communications

Tax Payment Support

• Execute estimated tax payments and other tax-related disbursements
• Maintain records of tax payment confirmations
• Coordinate with CPAs and internal team regarding tax payment schedules

Administrative Coordination

• Process financial mail and correspondence
• Maintain digital financial records and document archives
• Assist with coordination of insurance, property, and household-related payments

Qualifications

• 3 years of bookkeeping, accounting, or family office operations experience
• Strong knowledge of accounts payable, reconciliations, and financial recordkeeping
• Exceptional attention to detail and organizational skills
• Ability to manage recurring financial processes independently
• High level of discretion and professionalism when handling confidential information

Preferred:

• Experience in family office, wealth management, or private client services
• Familiarity with banking platforms and accounting systems