Family Office Operations Manager

Operations & Financial Administration

• Oversee daily administrative and operational functions for the private office and related entities.
• Manage budgeting support, expense tracking, accounts coordination, bill payment processes, and cash flow monitoring.
• Coordinate with external advisors including accounting, legal, tax, insurance, and financial professionals.
• Assist with financial reporting preparation, document management, and organization of records for compliance and tax purposes.
• Monitor banking activity, vendor payments, and administrative aspects of financial accounts.
• Review contracts, invoices, and service agreements for accuracy and approval processing.

Business & Administrative Management

• Support operations for affiliated businesses, investments, and related entities.
• Coordinate special projects, process improvements, and operational initiatives.
• Maintain organized systems for records management, workflow tracking, and compliance documentation.
• Assist with onboarding and coordination of vendors, consultants, and support personnel.
• Ensure strict confidentiality across all business and personal matters.

Property & Vendor Coordination

• Oversee maintenance and operational coordination for multiple properties and office locations.
• Manage relationships with vendors, contractors, property service providers, and maintenance teams.
• Negotiate vendor agreements and monitor service quality and cost efficiency.

Executive & Personal Support

• Coordinate travel arrangements, itineraries, and logistics.
• Manage calendars, scheduling, appointments, and related administrative needs.
• Assist with event coordination, charitable initiatives, and special projects.
• Handle sensitive and time-sensitive matters with professionalism and discretion.

Qualifications

• Bachelor’s degree in Business Administration, Finance, Accounting, or related field preferred.
• 5 years of experience in business management, private office operations, executive support, or similar environments.
• Experience supporting executives, entrepreneurs, or privately held organizations preferred.
• Strong understanding of budgeting, financial coordination, and vendor management.
• Excellent organizational, multitasking, and project management abilities.
• Demonstrated professionalism, discretion, and sound judgment.
• Proficiency with Microsoft Office Suite, QuickBooks, and related business systems.
• Strong written and verbal communication skills.