Account Manager and Family Office Client Services,
Corporate

Family Office Client Services

1. Financial Management & Accounting

• Serve as the primary consolidated accounting and back-office lead for all personal, trust, and entity-level finances.
• Oversee preparation and review of consolidated financial statements (quarterly and annual), including personal assets, real estate, intellectual property, royalties, and investment accounts.
• Manage general ledger oversight, bank reconciliations, and coordination with external accountants.
• Prepare and present financial reports in both traditional and executive/visual formats.
• Oversee budgeting, forecasting, and long-term financial planning with a focus on sustainability and liquidity management.
• Monitor cash balances and recommend transfers for investments or operational needs.

2. Cash Management & Bill Pay

• Oversee personal and entity-level cash flow and bill payment processes using robust controls.
• Coordinate weekly invoice review and payment approvals with Principals.
• Maintain up-to-date records of bank accounts, credit cards, payment instructions, and renewal alerts.

3. Oversight of Service Providers

• Act as the primary point of coordination and supervision for global service providers, including:
  • Accounting and tax advisors (US, Canada, Cayman)
  • Legal counsel (corporate, trust, immigration)
  • Property managers and real estate advisors
  • Investment advisors and trustees
  • Insurance brokers
  • IT and security providers

• Review, negotiate, and manage engagement letters, contracts, and scopes of work.
• Evaluate performance, costs, and value delivered by service providers annually.
• Consolidate reporting and escalate issues or risks to Principals.

4. Legal, Tax & Regulatory Coordination

• Coordinate multi-jurisdictional tax planning, filings, and compliance (US, Canada, Cayman Islands).
• Maintain oversight of day-count tracking, residency, visa status, and closer-connection considerations.
• Manage corporate governance compliance across all entities and trusts, including:
  • Economic substance
  • AML / FATCA / CRS / AEOI
  • Beneficial ownership and statutory filings
• Coordinate renewals and compliance for LEIs, corporate filings, and regulatory deadlines.

5. Trust & Estate Administration

• Oversee administration of family trusts, including coordination with trustees, investment managers, and beneficiaries.
• Ensure timely distribution of trust payments and review trust financial statements.
• Prepare materials for investment committee meetings and trust reviews.
• Maintain accurate trust records and minutes in coordination with legal counsel.

6. Real Estate & Asset Oversight

• Coordinate oversight of global real estate holdings, including budgeting, insurance, maintenance planning, and performance reviews.
• Liaise with property managers across jurisdictions.
• Maintain consolidated real estate schedules and insurance coverage summaries.

7. Human Resources & Household Management

• Coordinate onboarding, contracts, NDAs, payroll, benefits.
• Maintain complete HR files and compliance calendars.
• Provide guidance and oversight to personal assistants and household staff.

8. Insurance Management

• Maintain a consolidated global insurance program covering real estate, liability, health, vehicles, and specialty assets.
• Coordinate annual insurance reviews and market checks to ensure optimal coverage and pricing.

9. IT, Security & Document Management

• Oversee IT security, access controls, and coordination with IT service providers.
• Maintain secure document management systems for financial, legal, tax, and personal records.
• Conduct annual audits of document access and retention protocols.

10. Calendar, Reporting & Administration

• Maintain a comprehensive global calendar covering financial, legal, tax, immigration, HR, and personal deadlines.
• Schedule and administer annual, quarterly, monthly, and weekly meetings.
• Prepare agendas, record minutes, track action items, and maintain centralized records.

11. Confidentiality & Fiduciary Responsibility

• Handle all personal, financial, and business matters with the highest level of discretion and confidentiality.
• Act in the best interests of the Principals at all times, exercising sound judgment and integrity.

Financial Management & Accounting – Internal accounting

1. Financial Operations & Revenue Management

• Maintain and apply extensive knowledge of Viewpoint, including system functionality, reporting tools, and optimization of workflows.
• Oversee all invoicing and revenue-related activities within Viewpoint, ensuring accuracy and timely processing.
• Set up and maintain new client accounts in Viewpoint.
• Monitor accounts receivable balances, conduct regular follow-ups, and escalate overdue items as needed.
• Perform reconciliations between compliance records and finance department listings to ensure alignment and accuracy.

2. Accounts Payable & Cash Management

• Conduct weekly reviews of accounts payable and coordinate payments to service providers.
• Manage monthly cash flow planning, including analysis of cash positions.

3. Financial Reporting & Analysis

• Prepare comprehensive monthly financial reports for multiple entities, covering fixed assets, accounts receivable/payable, revenue, commissions, and accruals.
• Deliver monthly reporting packages.
• Review budget-versus-actuals on a monthly basis and provide feedback to department and budget heads.
• Prepare and present financial performance updates to the Board of Directors during Board meetings.

4. Audit & Compliance

• Lead and coordinate the annual external audit process for multiple entities, ensuring timely delivery of audit requirements.

5. Team Leadership

• Supervise one junior staff member, providing oversight on banking activities, cash receipt processing, service provider payments, and expense recording.
• Review and ensure accuracy of the junior team member’s work.

6. Ad-hoc Support

• Respond to internal requests for financial data, analysis, and budgeting support as needed.
• Contribute to process improvements and support special projects as required.

Qualifications & Experience

• 10+ years of experience in family office management, private wealth management, or complex multi-entity financial administration.
• Strong accounting and financial acumen; CPA or equivalent experience preferred.
• Demonstrated experience coordinating multi-jurisdictional tax, legal, and regulatory matters.
• Proven ability to manage complex stakeholder relationships and service providers.
• High degree of organizational rigor, attention to detail, and follow-through.
• Absolute discretion and professionalism.

Key Competencies

• Strategic thinking with hands-on execution
• Financial and operational leadership
• Risk management and compliance
• Clear communication with principals and advisors
• Exceptional organizational and documentation skills

This job description is a guide to the principal, current duties of the job. It does not form part of the contract of employment.