Family Office Bookkeeper

Description

The Bookkeeper is responsible for managing the timely and accurate payment of personal, household, and entity expenses for the family office. This role emphasizes accounts payable, vendor coordination, and bank account reconciliation while maintaining strict confidentiality. The ideal candidate is detail-oriented, reliable, and capable of managing multiple accounts and payment processes with discretion.

• .Support budgeting by categorizing and summarizing expenses
• Safeguard all personal and financial information of family members
• .Ensure timely payment of utilities, mortgages, insurance, staff payroll, property management, and other recurring bills
• Maintain vendor database with up-to-date contact and payment details
• Receive, review, and process all invoices for personal, household, and entity expenses
• .Maintain highest ethical standards in handling sensitive financial data
• .Maintain organized digital and physical files of all invoices and receipts
• .Act as primary point of contact for billing inquiries and payment confirmations
• .Monitor cash balances to ensure adequate funds are available for upcoming expenses
• .Manage one-time and special payments (e.g., travel, medical, charitable contributions)
• Reconcile checking, savings, and credit card accounts monthly
• Provide weekly/monthly expense reports to family office leadership
• .Track outstanding payments and resolve discrepancies with vendors
• .Negotiate billing errors and ensure accurate charges
• .Prepare year-end reports for tax advisors and CPAs

Requirements

• 3–5 years of bookkeeping or accounts payable experience; family office, private household, or professional services experience preferred
• Clear communication skills to coordinate with family members, vendors, and advisors.
• Strong proficiency with accounting and bill pay systems (QuickBooks, NetSuite, Bill.com, or similar)
• Ability to prioritize competing payment deadlines.
• Excellent organizational and time-management skill
• Self-motivated and dependable.
• Accuracy and attention to detail in financial transactions.
• High level of discretion and professionalism
• Strong Excel and reporting skill

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance