Finance Administration Manager

Job Description

Finance & Administration Manager

Private Family Office & Foundation

FINANCE & ADMINISTRATION MANAGER

Location: Carpinteria, CA

Employment Type: Full-Time

Reports To: Principals

Compensation: $100,000 to $125,000

Benefits: Health Care, 401k Plan,  

POSITION SUMMARY: Private Family Office and Foundation is seeking an experienced and highly organized Finance & Administration Manager to provide comprehensive financial, insurance, human resources, payroll, property-management, and compliance support for a small private family office and charitable foundation.

This is a hands-on, high-trust position requiring strong accounting and financial-management skills, exceptional attention to detail, sound judgment, discretion, and the ability to independently manage multiple priorities and deadlines.

The Finance Manager will work closely with the 2 Principals, the Foundation Executive Director, a bookkeeper, 2 external accountants, 4 property managers, 2 investment professional organizations, insurance brokers, attorneys, 7 employees, and other professional advisors.

The ideal candidate will have substantial experience in accounting and financial administration, together with experience in payroll, some limited HR functions, property management financial coordination, and 501(c)(3) nonprofit/foundation administration.

PRIMARY RESPONSIBILITIES:

FINANCE & ACCOUNTING For Both a Family Office & Foundation

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• Review bank and investment activity and balances and identify unusual or potentially fraudulent transactions while reconciling bank and investment accounts statements
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• Review and approve invoices, credit-card charges, reimbursements, vendor payments, and other payables working closely with the bookkeeper providing oversight and financial guidance.
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• Prepare monthly consolidated cashflow and P&L statements and analyze as well as  monitor actual results against the budget.
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• Create annual budgets for the family office and the Foundation
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• Participate in banking and investment meetings as needed.
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• Maintain organized electronic financial records and documentation.
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PAYROLL & HUMAN RESOURCES

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• Oversee the payroll process and coordinate timely submission of payroll information to the payroll provider.
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• Review payroll reports and reconcile payroll expenses for financial reporting.
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• Assist with benefits administration and workers’ compensation matters for 5 full-time and 2 part-time employees.
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• Work with outside HR, payroll, benefits, legal, and insurance professionals as needed.
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PROPERTY MANAGEMENT

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• Oversee financial reporting for multiple properties.
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• Identify significant variances and follow up with property managers and bookkeepers.
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• Coordinate semi-annual property-management meetings.
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Request and review budgets and financial reports prior to meetings.

TAX, AUDIT & COMPLIANCE

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• Coordinate with outside CPAs, tax accountants, attorneys, and other professional advisors.
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• Assist with preparation and review of federal and state tax filings, including Sales and Transient Tax Returns.
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Collect and organize K-1s, 1099s, investment statements, and other tax documents.

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• Maintain confidential and well-organized compliance records.
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• Filings for multiple LLCs and a private foundation
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INSURANCE & RISK MANAGEMENT

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• Coordinate annual insurance renewals.
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• Work with insurance brokers and management to evaluate coverage and costs.
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• Complete applications, renewal forms, and other required documentation.
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• Maintain insurance policies, certificates, and electronic files.
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• Process insurance premiums.
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Qualifications:

·     Minimum bachelor’s degree

·     Minimum 10 years’ experience in a financial analyst and financial management role

·     Excellent written and verbal communication skills

·     Exceptional organizational skills and attention to detail

·     Strong judgement and problem-solving abilities

·     Absolute discretion in handling confidential financial, personal, family, investment, and Foundation information

·     Preferred but not necessary to have some experience working with non-profit organizations and family offices