Family Office Operations Manager

Position Summary

The Family Office Operations Manager is responsible for overseeing the day-to-day administrative, financial, operational, and personal service functions of the family office. This role ensures smooth coordination across accounting, banking, investments, real estate, tax, legal, insurance, and lifestyle management activities while maintaining the highest level of confidentiality, professionalism, and service.

The ideal candidate is highly organized, proactive, detail-oriented, and experienced managing complex operations for high-net-worth individuals and family-owned entities.

Key Responsibilities

Operations & Administration

• Manage daily operations of the family office and ensure efficient execution of all administrative functions.
• Coordinate communication between family members, advisors, attorneys, accountants, investment managers, and vendors.
• Develop and maintain operational processes, policies, and internal controls.
• Oversee document management systems, record retention, and secure handling of confidential information.
• Manage office vendors, contracts, subscriptions, and service providers.

Financial Coordination

• Assist with cash management, banking relationships, wire transfers, and account administration.
• Coordinate bill payment processes, expense tracking, budgeting, and reporting.
• Support financial reporting for family entities, trusts, LLCs, and personal accounts.
• Liaise with tax advisors and accounting firms to ensure timely filing and compliance.
• Monitor insurance policies, renewals, and risk management activities.

Real Estate & Asset Management

• Coordinate operations and maintenance for residential and commercial properties.
• Manage household staff, property vendors, contractors, and service schedules.
• Track capital projects, maintenance budgets, and property-related expenses.
• Assist with vehicle, yacht, aircraft, or specialty asset administration as applicable.

Investment & Legal Coordination

• Coordinate with investment advisors regarding reporting, account openings, and documentation.
• Maintain schedules for trust administration, legal filings, and compliance requirements.
• Organize investment statements, capital calls, distributions, and reporting packages.
• Assist with due diligence and special projects related to investments or acquisitions.

Family & Lifestyle Support

• Coordinate travel arrangements, itineraries, reservations, and logistics.
• Assist with event planning, philanthropy administration, and charitable activities.
• Support family members with personal administrative requests and special projects.
• Maintain discretion and professionalism in all interactions.

Reporting & Process Improvement

• Prepare operational reports, dashboards, and status updates for leadership.
• Identify opportunities to improve efficiency, controls, and workflows.
• Implement technology solutions and operational best practices where appropriate.

Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, or related field preferred.
• 5+ years of experience in family office operations, private office administration, wealth management, accounting, or related environment.
• Strong understanding of financial operations, budgeting, banking, and administrative management.
• Experience supporting high-net-worth individuals and complex entity structures preferred.
• Exceptional organizational and project management skills.
• High level of discretion and ability to handle confidential information.
• Strong communication and interpersonal skills.
• Advanced proficiency with Microsoft Office Suite, particularly Excel.
• Experience with accounting and family office software platforms preferred.