Role details

Family Office Accountant

Philadelphia   •  Permanent

Bullet points

  • Accountant needed to run family estates
  • CPA needed to run accounting for estates

About Our Client

Family estate

Job Description


Organize, record and summarize all contracts by category; and update and track all payments and related data relative to each individual contract in real time

Ensure that all such records are clearly and easily identifiable and accessible at all times

Payables and Receivables

Track, monitor, critique, reconcile and recommend all payables invoices presented for payment.

Verify that all payment requests are reasonable and compare favorably to past invoicing

Use QuickBooks to capture all key payables and receivables data, prepare and print reports.

Ensure all credits are properly recorded in statements received.

Ensure that all credit slips received are tracked and that principals are aware of same.

Organize detailed spreadsheets, records and digital/hard copy files of payables and receivables as needed.

Automate payments, reports and other financial processes as much as possible.


Prepare monthly, annual and periodic long term budgets; monitor payments and variances relative to those budgets; and report variances to principals at least monthly. To include: regular outgoing payments; and vacation home construction and maintenance budget, along with tracking of progress payments to a wide range of assorted vendor and subcontractors


Research best possible insurance coverages and premiums and recommend same to principals

Serve as principal contact with insurance broker(s) for home, auto, special items and life insurance. Prepare (or have prepared) schedules of insured items, based on periodic inventories of items at both homes and any items in storage.

Monitor and record periodic inventory taking of principals' personal effects by third party inventory-taking providers


Create and maintain accurate, precise and easily accessible written and digital records

Use scanner to digitize all documents

Maintain only necessary hard copy records


Assist with planning and execution of principals' domestic and international travel, including assisting in negotiating air travel packages with air charter providers.

Interface directly with travel brokers or operators to obtain optimum travel arrangements

Financial Problem-Solving

Handle a diverse range of domestic and international financial problems related mainly to travel, home furnishing and related providers/vendors/builder/subcontractors.

Tackle issues related to payables and receivables


Interface with principals' accountant and investment manager as needed

Gather, sort and submit tax data for outside accountant to prepare taxes.

Complete tax forms for signature by principals for assorted tax jurisdictions


Attend regular (quarterly) meetings between both principals and their tax and investment advisor

Prepare monthly summaries and charts of investments, including variances to past performance, to assist principals' assessment of their third party investment portfolio management

Arrange for funding of multiple accounts as needed to meet principals' current and anticipated financial obligations

Reconcile all investment accounts and statements from investment manager and related providers


Oversee and reconcile all bank accounts at least monthly

Ensure all check books and deposit slips are available as needed

Obtain petty cash from bank as needed by principals

Convert principals' cumulative coinage to notes, periodically, as needed


Provide and track principals' domestic payroll (housekeepers, driver, personal assistant, cook) including histories of employment/birthdates/anniversaries/salary and other compensation adjustments, as well as maintain individual personnel files as instructed by labor counsel

Oversee the withholding of various taxes and other withholdings from payroll by outside payroll service and payment of same to various state and local authorities.

Oversee tracking of all domestic employee vacation time off.

Interface as needed with third party payroll service


May perform other financial and practical tasks as needed. May include interfacing with legal counsel, assorted vendors, and other third parties.

The Successful Applicant


The ideal candidate will be a discreet, self-driven family office executive with broad business management. The ideal candidate will possess the following qualifications/characteristics:

Skills and Experience:

Bachelor's degree with a minimum of 15-20 years' of relevant experience.

CPA designation highly preferred.

Strong leadership experience in working with high net worth individuals including experience working with and supporting a family through a generational transition of wealth.

Exceptional technical accounting and financial reporting skills including the ability to aggregate, translate, and report on financial information; and to develop meaningful and effective financial reporting and forecasting processes, reports and systems.

Essential Characteristics:

Must embrace continuous learning and demonstrate ongoing self-improvement.

Ability and willingness to be "hands-on" in the day-to-day family office operations.

Must have exceptional emotional intelligence and be a highly skilled communicator and facilitator

Must be self-confident, knowledgeable and able to exercise sound judgment in conducting research, analysis and decision making.

Must be highly organized and able to effectively manage multiple priorities simultaneously.

Must have integrity and be approachable, respectful and instill confidence and trust in their ability to handle complex and sensitive financial and personal information both internally and externally.

What's on Offer

Competitive salary

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