Family Office Coordinator / Bookkeeper Assistant

Role Summary We are seeking a detail-oriented, dependable Family Office Coordinator to work directly alongside our Bookkeeper / Operational Accountant in a high-volume, family office environment. This role directly supports the family leadership team of a major reatil company in their personal investments. This is a support-focused role designed to handle the day-to-day administrative, coordination, and family business tasks that surround the accounting function, freeing the Bookkeeper to focus on the financial work that requires deeper expertise. The ideal candidate is highly organized, a strong communicator, and comfortable operating in a close-knit, family-run setting. If you are that person, come join the family! Who You Are Thrives in a support role and takes genuine pride in keeping things organized and on track. Comfortable working in a family office environment where family members may be present and involved. Adaptable and calm in a fast-paced, transactional setting where priorities can shift quickly. A natural communicator who can interface with vendors, tenants, and family members with professionalism and warmth. Someone who takes ownership of tasks and follows through without needing constant direction. Key Responsibilities Administrative & Family Business Support Serve as a primary point of contact for day-to-day coordination tasks that support the Bookkeeper and broader family business operations. Organize, scan, file, and route incoming mail, invoices, receipts, and financial documents so the Bookkeeper has clean, ready-to-process paperwork. Track deadlines, follow up on outstanding items, and maintain shared calendars or task lists related to billing, payments, and renewals. Assist with drafting routine correspondence to vendors, tenants, or service providers as directed. Vendor & Tenant Coordination Collect and track vendor insurance certificates; follow up to ensure documentation stays current. Coordinate with vendors and contractors on scheduling, invoicing discrepancies, or documentation needs. Support tenant communication related to rent, invoices, or payment questions, escalating financial matters to the Bookkeeper as needed. Maintain organized contact lists and relationship notes for vendors, tenants, and service providers. Accounts Payable & Billing Support Receive, log, and route vendor invoices to the Bookkeeper for processing; flag priority or time-sensitive items. Assist with gathering supporting documentation for bill pay, credit card reconciliation, and expense coding. Help prepare and distribute weekly invoices under the Bookkeeper's direction. Follow up on overdue accounts or unpaid invoices by phone or email, keeping a clear log of outreach and responses. Payroll & Employee Payment Coordination Collect and organize timesheets, reimbursement requests, and payroll-related documents from employees ahead of weekly deadlines. Coordinate with the external payroll provider on scheduling, missing data, or routine questions. Assist with processing and distributing travel reimbursements and other routine employee payments. Support 1099 preparation by gathering and verifying vendor information as directed. Recordkeeping & Compliance Support Maintain organized digital and physical filing systems for financial records, contracts, insurance documents, and loan files. Support audit and tax preparation by pulling, organizing, and labeling documentation as requested by the Bookkeeper or outside accountants. Track loan and insurance renewal dates and prompt the Bookkeeper ahead of key deadlines. Required Skills & Experience Strong organizational skills with exceptional attention to detail and follow-through. Proficiency in Microsoft Office (Word, Excel, Outlook); comfort learning new software systems. Experience with QuickBooks or willingness to learn basic navigation for document lookup (data entry not required). Strong written and verbal communication skills; able to represent the business professionally with vendors and tenants. Ability to handle sensitive financial and family information with discretion and confidentiality. Comfortable working in a family office or small business environment where roles may flex as needed. Nice to Have Experience in property management, construction, or multi-entity business environments. Familiarity with accounts payable workflows or basic bookkeeping concepts. Associate's degree or higher in Business Administration, Office Management, or related field. Background supporting a bookkeeper, accountant, or financial team in a support capacity. Benefits (Strong Package) Paid vacation and holidays Health insurance options Potential for 100% employer-paid medical insurance (depending on plan eligibility) Bonus potential

Pay:

$42,000.00 - $55,000.00 per year

Benefits:

Dental insurance Health insurance

Work Location:

In person