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Job Description
This seat is the operational and financial backbone of a private family enterprise. The principal oversees a working organic farm and a multi-property equestrian operation, supported by a close-knit team and a longstanding outside banking and tax partner. The Bookkeeper and Office Manager owns full-cycle bookkeeping across the enterprise and serves as the steady, in-office point of continuity for the financial life of the operation. The role exists to consolidate what has, until now, been a part-time external arrangement into a single, full-time, in-house seat.
The priority is resilience:
building documented systems and a clear financial picture so that the operation no longer relies on any one person's memory. The Bookkeeper and Office Manager partners daily with the Operations Manager and works closely with the family's banking and tax advisors, modernizing processes, advancing the migration to ACH, and maintaining a holistic view of the properties and the personnel who support them. The family values privacy, trust, dignity, service, stewardship, and discretion. Decisions are made collaboratively and tend to be data-driven. The office environment is collegial and team-oriented; communication with the principal and outside vendors carries a more formal tone. Confidentiality is essential to this seat. Candidates sign a non-disclosure agreement before any family details are shared and a second confidentiality agreement before meeting the principals.
Reports To:
Operations Manager Work Schedule:
Full Time, In-Person. Five days per week, standard business hours. No travel required.
Start Date:
Immediate Salary Range:
$150,000 to $175,000
Responsibilities Full-Cycle Bookkeeping:
Own day-to-day bookkeeping in QuickBooks across the enterprise's multiple entities and properties, including coordination of equine and livestock-related expenses and partnerships. Maintain accurate, well-organized books that give leadership a clear and current financial picture.
Accounts Payable:
Manage a high volume of accounts payable, processing in the range of 400 payments each month. Review and process scheduled checks and ACH runs, and keep payables current, accurate, and properly documented.
Banking and Reconciliations:
Partner with the family's outside banking and tax team on banking matters and reconciliations. Continue the migration of payments to ACH and contribute to the ongoing modernization of QuickBooks processes. Synchronize regularly with the Operations Manager on outstanding items. Reporting, K-1s, and 1099s: Maintain a consistent reporting cadence for leadership. Support reconciliations, the preparation of K-1s, and the issuance of 1099s, coordinating with the banking and tax partner so that seasonal tax work proceeds smoothly.
Payroll and Vendor Coordination:
Run point on payroll and vendor onboarding. Maintain entity-level allocation across the properties and operations so that costs are attributed cleanly and consistently.
Insurance Administration:
Administer insurance matters in coordination with the family's insurance broker, including roster maintenance and periodic policy review, with monthly reviews to keep coverage current.
Operational and Administrative Support:
Provide steady administrative support to the office and partner with the House Manager on operational items that touch the books. Help maintain a holistic, well-documented view of the properties and the personnel who support them.
Systems and Continuity:
Build documented systems and clear process records so that the financial operation is resilient and does not depend on any single person's memory. Establishing this continuity is a central purpose of the role. Qualifications and Expectations Strong, demonstrable proficiency in QuickBooks, with the ability to own the full bookkeeping cycle independently. Multi-entity bookkeeping experience, ideally gained within a family office, equestrian, or working-farm context. Rigor with accounts payable, reconciliations, and entity-level allocation across multiple properties. Discretion and demonstrated comfort operating in a high-trust environment adjacent to a private family and its principal. A long-tenure mindset. Builds documented, repeatable systems rather than carrying institutional knowledge in memory. Forthright and candid. Communicates clearly, owns mistakes, and keeps the Operations Manager fully informed. English fluency, with precise and professional written communication. In-person, five days per week, at the primary office. A valid driver's license and comfort with a rural commute by personal vehicle. Takes initiative. Identifies what needs doing and moves on it rather than waiting to be assigned. Resolves issues independently, escalating by exception rather than by default. Willingness to sign both a candidate and client non-disclosure agreement, and to complete comprehensive background screening as part of final-stage diligence. Preferred Prior experience supporting a private family, family office, or estate with a working farm or equestrian program. Familiarity with insurance administration, including roster maintenance and policy review. Working comfort with banking portals, payroll systems, and file-sharing platforms such as Box. Confidence with Microsoft Excel for analysis, reconciliation support, and reporting. Experience coordinating with an outside banking and tax partner on reconciliations, K-1s, and 1099 issuance. Conversational Spanish is a plus, though not required.
Benefits Compensation:
$150,000 to $175,000, paid bi-weekly Medical, dental, and vision coverage Life insurance and disability coverage 401(k) (employer does not contribute; eligibility begins after one year of employment) Two weeks paid vacation and five paid personal/sick days Eight paid holidays Cell phone and required software provided for office use
