Bookkeeping Associate

Job Description

Job Description

Waldron Private Wealth (Waldron) is looking for a Multi-Family Office Associate to provide support to the Family Office Services (FOS) team by providing reliable operational capacity across both the Bill Pay Specialist and the Senior Bookkeeper functions. This role is responsible for daily transaction processing, vendor coordination, and financial record maintenance on behalf of the firm's high and ultra-high net worth clients. The Multi-Family Office Associate is expected to develop subject matter expertise across the full FOS workflow, operate independently within established procedures, and serve as a trusted backup resource to senior team members to ensure continuity and accuracy in all client-related financial operations.

1. Process bill payments and invoices in accordance with established methods and procedures, safeguarding against overpayment, unauthorized payments, expense abuse, and create client invoices.
2. Proactively identify missing or incomplete bills; monitor payment schedules to ensure all obligations are met without late fees or penalties.
3. Perform account maintenance, record transactions, connect credit card and bank accounts, and manage supporting documentation within the firm's accounting software.
4. Monitor client cash balances, initiate cash transfers as needed, and maintain operational awareness to anticipate and address future liquidity needs.
5. Identify and analyze root causes of repetitive invoice discrepancies; escalate patterns and recommend process resolutions to the Bill Pay Specialist or Senior Bookkeeper.
6. Create client invoices and assist with tracking billable time in accordance with Waldron's policies.
7. Assist in the categorization and reconciliation of spending transactions across client entities within QuickBooks Online.
8. Support month-end and year-end close processes under the direction of the Senior Bookkeeper.
9. Prepare monthly and periodic financial reports for family members, including, but not limited to, budget summaries, P&L statements, cash flow statements, spending reports, and balance sheets.
10. Assist in organizing financial records and documentation to support client tax filings and CPA collaboration.
11. Serve as a primary point of contact for client financial institutions, including banks, custodians, credit card providers, and utility vendors, to establish, maintain, and resolve issues within client accounts.
12. Manage client portal access, including authentication codes and secure login procedures, for all financial institution platforms associated with client accounts.
13. Establish and maintain accurate vendor records; resolve billing discrepancies, account errors, and service issues directly with client institutions on behalf of the firm as well as onboarding of new client vendor relationships
14. Serve as backup coverage for the Bill Pay Specialist and Senior Bookkeeper during absences, ensuring uninterrupted client service and continuity of financial operations.

Experience/Education Requirements:

1. Associates Degree in accounting, finance, or related field required. Bachelor's degree preferred.
2. Minimum of two (2) years of experience within the accounting industry preferred.
3. Minimum of one (1) year of experience with bill pay, accounts payable, bookkeeping, or related financial operations preferred.
4. Experience with QuickBooks Online or similar accounting software preferred.
5. Experience with investment accounts, trust accounts, LLCs, and/or LPs preferred.

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