Family Office Controller/Bookkeeper

Family Office Bookkeeper / ControllerPosition Overview

Seeking an experienced, highly organized bookkeeper to manage bookkeeping and financial recordkeeping for a private family office and for the principal’s other holdings. This person will take over responsibilities currently handled by our existing bookkeeper and will report to the Family Office Manager and will work closely with the office’s CPA/tax team and other staff and advisors.

The ideal candidate has worked with family offices or the like and is comfortable working with multiple LLCs/entities, personal and household expenses, employees/payroll, multiple properties, and high-volume credit card and bank activity. This role requires excellent attention to detail, discretion, and the ability to keep financial records organized and current. The ideal candidate also knows how to use modern AI tools to automate and expedite processes while also ensuring accuracy and thorough documentation.

This role is a part-time job. Initially it will be 20–30 hours/week in order to enable the candidate to set up systems and processes and clear backlogs. Longer term, once everything is up and running, we estimate it will be more like 20–25 hours/month, but that is subject to assessment as the tools and systems are put in place.

Primary ResponsibilitiesBookkeeping & Reconciliation

• Set up appropriate systems and workflow processes.
• Maintain accurate books for multiple family and household entities.
• Categorize transactions and ensure expenses are assigned to the appropriate entity/account.
• Reconcile bank accounts and other financial accounts on a regular basis.
• Review transactions for discrepancies, duplicates, missing information, or unusual charges.
• Maintain organized supporting documentation for expenses and payments.
• Keep books current and ready for CPA/tax review.

Bills & Accounts Payable

• Track family office entity bills and ensure payments are made accurately and on time.
• Maintain recurring payment schedules and flag unusual increases or discrepancies.
• Coordinate with the Personal Assistant/Family Office Manager regarding invoices requiring clarification or approval.
• Maintain accurate records of vendor payments and expenses.

Household & Property Expenses

• Track expenses associated with multiple residences/properties, including:
• Utilities
• Property taxes
• Repairs and maintenance
• Landscaping
• Housekeeping
• Property-related vendors and contractors
• Insurance and other recurring expenses
• Help determine and document which expenses belong to the appropriate personal or business entity.

Family Office / Entity Accounting

• Maintain separate and accurate records across multiple LLCs and entities.
• Track intercompany/entity payments and transfers.
• Assist with allocating expenses that may have both personal and business components.
• Maintain clear documentation supporting allocations and classifications.
• Work with the CPA/tax team to ensure bookkeeping is structured appropriately for tax and reporting purposes.

Reporting & Year-End Support

• Provide regular expense reports, summaries, and other financial information as requested.
• Assist with annual spending reviews and budgeting.
• Prepare organized year-end books and supporting documentation for the CPA/tax team.
• Respond to questions from accountants and advisors and help locate supporting records.
• Assist with special financial projects and historical reconciliations as needed.

Ideal Qualifications

• Significant bookkeeping experience, preferably supporting a family office, high-net-worth individual/family, household, or multiple related entities .
• Strong knowledge of bookkeeping principles and account reconciliation.
• Experience with multiple LLCs/entities and intercompany transactions.
• Experience with household/property expenses and payroll is strongly preferred.
• Comfortable working closely with CPAs, tax advisors, payroll providers, and family office staff.
• Strong Excel skills and experience with bookkeeping/accounting software.
• Extremely detail-oriented and organized.
• Able to independently identify discrepancies and follow through until they are resolved.
• Comfortable handling confidential financial and personal information with absolute discretion.
• Responsive, communicative, and able to explain financial matters clearly to non-accountants.
• Must maintain the strictest level of confidentiality and discretion regarding all financial, personal, household, family, and business information. The successful candidate will be required to execute a confidentiality and non-disclosure agreement (NDA) as a condition of employment.

Key Priorities for This Role

We are looking for someone who can take ownership of the bookkeeping function , rather than simply entering transactions. The right person will be a self-starter who will identify needs proactively, set up systems using modern AI technology, and then run and manage those systems to keep the books organized and current, proactively identify issues, and make it easy for the family office and outside CPA/tax team to understand family office revenues, expenses, and profitability and where money is being spent and how expenses are being allocated across the various entities.