Family Office Administration/Operations
Fulltime – Hybrid (with time) – Mid-town Toronto
A small, fast-paced and highly confidential Family Office is making its first dedicated hire. The Office Manager will handle bookkeeping, portfolio administration and general office administration. This role will be working closely with the family and its external advisors (accountants, lawyers, custodians and investment consultants). The role is deliberately broad and suits someone flexible who can juggle shifting priorities.
Key Responsibilities
Bookkeeping and Payments Administration
- Take over bookkeeping from the current external bookkeeper and keep the books for the holding companies and the family’s personal accounts in using accounting software, including monthly reconciliations
- Process personal and corporate payments, track expenses (company/personal) and set up a chart of accounts
- Prepare payments for approval by the stakeholders, process quarterly family distributions, and produce quarterly expense summaries
- Keep the books ready for the accountants
Portfolio Reporting
- Maintain reporting software: reconcile holdings to custodian statements each month and resolve breaks
- Track private investment valuations, capital calls and distributions
- Supply inputs for quarter-end reporting
General Administration
- Provide confidential executive and administrative support to stakeholders
- Manage meetings, projects, and coordination with advisors and counterparties
- Handle property administration: insurance, property tax, utilities and vendors
- Act as the first point of contact for inbound requests, and manage office purchases and IT vendors
- Pitch in wherever needed in an “all hands on deck” culture
Records, Compliance and Tax Season
- Keep Google Drive organized and up to date
- Maintain a compliance calendar for corporate filings, tax instalments, insurance renewals and KYC refreshes
- Coordinate tax season by collecting slips and statements and assembling packages for the accountants
What You Bring
- Must-have: Hands-on experience keeping a full set of books, ideally in QuickBooks Online, including reconciliations, accounts payable and year-end files for accountants. Everything else can be learned on the job.
- Highly organized, accurate and detail-oriented, and works well under pressure
- Strong Excel, Word and Google Workspace skills; comfortable learning new cloud based tools related to wealth management or investments
- Clear, diplomatic written and spoken communication
- Excellent judgment and discretion with confidential information
- A flexible team player who sees no task as beneath them
- A self-starter who improves processes and gives prompt, professional service
**This role requires a unique individual who has experience working in a small office and understands what is required both in experience and attitude to be successful in this position**
We would like to thank all applicants but we will only be reaching out to individuals that are best suited based on experience. Successful candidates will be required to conduct both phone/online and in-person meetings as well as some administrative testing.
The successful candidate will have to have background checks and references conducted.
Should your resume not be selected at this time, we are able to look at other roles that we have available that may not be advertised.
