Private Family Services of Oxford Coordinator

Job Description

Job Description

Department: Private Family Services of Oxford™

Reports to: Manager, Private Family Services of Oxford™

FLSA Status: Non-Exempt

POSITION SUMMARY

The Private Family Services of Oxford Coordinator (PFS) provides comprehensive back-office support to ultra-high-net-worth clients and families as part of the Private Family Services of Oxford team. This role Coordinator manages a full spectrum of financial operations, including bill pay, bookkeeping and financial reporting for personal and charitable entities. Additional responsibilities include administrative and concierge-level services including travel arrangements, household management and administrative support. 

DUTIES & RESPONSIBILITIES 

Financial Management & Reporting

• Review invoices for accuracy and verify new vendors with client
• Process payments for family members with precision and timeliness
• Maintain and reconcile all checking accounts
• Prepare monthly bill payment summaries integrated into comprehensive reporting packages
• Generate financial reports tailored to client needs and specifications
• Develop and maintain detailed records and filing system for accounts
• Track and document family gifting donations

Tax Preparation Support 

• Compile quarterly and annual financial reports for client accountants

Family Entity Administration 

• Manage bill payment across multiple family entities
• Collaborate with Client Services and other Family Office Services Technical teams to ensure seamless client communications and reporting
• Gather and organize ta documentation for Client Services team

Client Relationship & Concierge Services 

• Draft and send correspondence letters as needed
• Coordinates property maintenance and household management services
• Research solutions to client inquiries 
• Arrange travel arrangements as needed
• Maintain current records of client information and preferences

Charitable Entity Management 

• Acknowledges charitable requests and requests donation confirmation letters

Additional Responsibilities

• Perform other duties as assigned to support team objectives and client needs

QUALIFICATIONS

• Bachelor’s degree in accounting, business administration or related field preferred
• Previous experience supporting a c-suite level executive a minimum of three to five years of relevant work experience
• Must have strong computer skills including Microsoft Office products; Quicken, Quick Books experience 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

• Regular travel as business needs necessitate (mostly local – 2-5 trips per week to client’s home)
• Long periods of sitting utilizing a computer
• Flexible schedule and willing to work outside of a Monday-Friday, 8:00 am- 5:00 pm schedule
• Travel check ins and monitoring time zone differences