Senior Private Family Services of Oxford Coordinator

Job Description

Job Description

Department: 

Private Family Services of Oxford™ 

Reports To:

Private Family Services Manager

FLSA Status:

Exempt

POSITION SUMMARY 

As a member of the Private Family Services team, the Private Family Services Senior Coordinator handles comprehensive, advanced household management and accounting services for clients and client families including bill pay services, family/charitable entity accounting and reporting, and preparing advanced statements of financial information and compilation and forecasting reports. Handles organization, filing and correspondence with clients and client’s CPA’s and attorneys regarding personal tax matters and/or estate matters. Assists the team manager with internal projects, compliance, and new hire training as needed.

DUTIES & RESPONSIBILITIES 

Client Onboarding and Engagement Setup

• Meets with clients to discuss the scope of work and needs regarding the new PFS engagement
• Prepares initial accounting software file and reporting templates
• Obtains the necessary engagement agreements, client account access, and manual bill pay supplies

Financial Accounting, Reporting and Cash Management

• Reviews and pays invoices for family and/or entities in a timely manner
• Maintains and reconciles bank and credit card accounts
• Analyzes cash flow and advises clients regarding liquidity
• Prepares comprehensive, advanced period end reporting packages which may include expense summaries and account roll-forwards, P&L statements and balance sheets, cash flow statements, forecasting/budget reports, and other reports as needed
• Maintains and summarizes, with Client Service, status of managed and non-managed loans and investments
• Prepares periodic financial statements based on client needs and requests including: 
  • Personal and comparative net worth statements
  • Cash flow statements comparing budget to actual
  • Knowledge of investment transaction summaries and basis tracking
  • Custom financial reports as needed
• Coordinates with internal teams on: 
  • Investment transactions (purchases, sales, margin activity, capital calls, distributions)
  • Monthly investment statement review and reconciliation
  • Basis tracking for all investment types (stacks, alternative investments, limited partnerships, real estate, personal property) 
• Processes account deposits, as necessary

Tax Preparation & Payments 

• Coordinates quarterly estimated tax payments in consultation with client’s tax advisors
• Maintains detailed records of: 
  • Capital gains and losses across all investment types
  • Significant tax-related transactions with supporting documentation
  • Charitable contributions, personal and foundation
  • Annual gifting to family members and trusts
• Prepares comprehensive tax workpapers and compiles all information necessary for tax accountants to prepare returns for:
  • Personal returns
  • Family limited partnerships and LLCs
  • Trusts and estate planning entities
  • Gift tax returns
  • Foundation/charitable entity returns
• Coordinates filing of all tax returns, extensions and payments across multiple entities in coordination with client’s CPA
• Prepares quarterly and annual payroll tax returns for household employees, as applicable

Estate Planning & Family Entity Support

• Maintains financial records and bank/investment accounts for estate planning entities including family limited partnerships, LLCs, trusts and dynasty trusts
• May coordinate with PTCO and attorneys on:
  • Estate planning documents
  • Signature coordination on estate planning documents
  • Information gathering for estate planning purposes
• Coordinates annual gifting strategies with tax advisors and attorneys
• Maintains ownership records and documentation for family entities

Ad Hoc Requests 

• Corresponds with payroll services for the payment of household employees, if applicable
• Performs administrative tasks and researches questions related to the scope of the engagement
• Coordinates with external advisors including:
  • Bankers regarding financing, debt, and new credit arrangements
  • Insurance brokers for annual property and casualty and life insurance coverage reviews
  • Attorneys for estate planning and entity matters
• Manages household-related services including:
  • Coordination of property repairs and maintenance
  • Vehicle maintenance and record-keeping
  • Mileage tracking and reporting
• Supports charitable activities:
  • Tracks charitable gifts and multi-year commitments
  • Coordinates gift agreements, funding, and communications
  • Maintains comparative grant and contribution records
  • Administers scholarship programs, including application review and recipient communication

Internal Administrative Tasks 

• Assists the team manager with various team tasks including but not limited to new associate training, Compliance reviews and audits, process, procedure and technology improvements, testing and implementation
• Completes Replicon entries timely and accurately
• Reads and responds to email and voicemail messages, timely
• Attends team, firm and various other required internal meetings
• Strives to increase technical skills and stays current with technical developments through continuous education

QUALIFICATIONS 

• Bachelor’s degree in accounting, business administration or related field and a minimum of 5+ years of relevant work experience in accounting or private family offices
• CPA, CFP®, MBA or MST preferred
• Must have strong computer skills including Microsoft Office products, tax preparation software and Quick Books
• Exposure to estate planning structures, family limited partnerships and trust accounting preferred
• Experience with charitable foundations or donor-advised funds a plus
• Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders. 
• Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
• Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
• Professional demeanor with an uncompromising respect for discretion and confidential matters
• Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion

Working Conditions: 

• Occasional travel as business needs necessitate
• Long periods of sitting utilizing a computer
• This is an onsite role working in office full-time