The Company:

The Company is a single-family office serving a variety of entities (partnerships, trusts, foundation and corporations) by providing financial, accounting, tax, investment management, insurance oversight and administrative services.

The Position: Office Administrator & Accounts Payable Coordinator:

The position reports to the Chief Financial Officer.  Responsibilities include (i) performing complex secretarial and administrative tasks, (ii) managing accounts payable and (iii) implementing and maintaining a “paperless” office and filing system.  The role requires sound judgement, initiative and high levels of organizational effectiveness.          

Responsibilities:

• Responsible for the maintenance and orderly filing of legal, investment, bank and tax documents and records.  Includes obtaining signatures on documents and managing a “paperless” office and filing system.      
• Coordinate flow of paperwork, obtain approvals, prepare checks and maintain records for Accounts Payable and Foundation donations.
• Prepare 1099’s at year-end for all eligible vendors, contractors, and suppliers.
• Make online tax payments and retain approved forms and related supporting documentation.
• Compile tax documentation for outsourced tax preparers.
• Prepare deposit slips for checks and sends deposits to banks.
• Maintain compliance documentation and self-certification forms for private investments.
• Extensive use of online systems for gathering and downloading data.
• Receive, sort and distribute inbound mail and manage outbound mail and Certified Mail.
• Order office supplies and equipment.  Coordinate repairs and maintenance of office and office equipment (computers, printers, copiers, scanners) and troubleshoot malfunctions.
• Provide support to visitors who come into the office.
• Perform secretarial functions as needed for Managers and CFO.

Experience Required:    

The Company will consider candidates with a college degree.  An above average understanding of Microsoft Excel, Word, Outlook and Adobe Acrobat required.  Experience with QuickBooks and digital record keeping greatly preferred.  This position requires attention to detail, accuracy and problem-solving skills.  Absolute discretion is necessary.  Must possess or be willing to obtain a notary services license.

Benefits:

This privately owned company offers stability, quality of life and excellent benefits. In addition to a competitive base salary, the firm offers a generous 401(k) match, paid vacation leave, paid sick leave, medical insurance, long term disability and life insurance benefits for the employee.  

Background check and references required.