Finance Administration Manager

Job Description

Finance & Administration Manager

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Private Family Office & Foundation

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FINANCE & ADMINISTRATION MANAGER

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Location: Carpinteria, CA

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Employment Type: Full-Time

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Reports To: Principals

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Compensation: $100,000 to $125,000

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Benefits: Health Care, 401k Plan,

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POSITION SUMMARY: Private Family Office and Foundation is seeking an experienced and highly organized Finance & Administration Manager to provide comprehensive financial, insurance, human resources, payroll, property-management, and compliance support for a small private family office and charitable foundation.

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This is a hands-on, high-trust position requiring strong accounting and financial-management skills, exceptional attention to detail, sound judgment, discretion, and the ability to independently manage multiple priorities and deadlines.

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The Finance Manager will work closely with the 2 Principals, the Foundation Executive Director, a bookkeeper, 2 external accountants, 4 property managers, 2 investment professional organizations, insurance brokers, attorneys, 7 employees, and other professional advisors.

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The ideal candidate will have substantial experience in accounting and financial administration, together with experience in payroll, some limited HR functions, property management financial coordination, and 501(c)(3) nonprofit/foundation administration.

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PRIMARY RESPONSIBILITIES:

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FINANCE & ACCOUNTING For Both a Family Office & Foundation

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• Review bank and investment activity and balances and identify unusual or potentially fraudulent transactions while reconciling bank and investment accounts statements

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• Review and approve invoices, credit-card charges, reimbursements, vendor payments, and other payables working closely with the bookkeeper providing oversight and financial guidance.

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• Prepare monthly consolidated cashflow and P&L statements and analyze as well as monitor actual results against the budget.

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• Create annual budgets for the family office and the Foundation

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• Participate in banking and investment meetings as needed.

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• Maintain organized electronic financial records and documentation.

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PAYROLL & HUMAN RESOURCES

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• Oversee the payroll process and coordinate timely submission of payroll information to the payroll provider.

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• Review payroll reports and reconcile payroll expenses for financial reporting.

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• Assist with benefits administration and workers’ compensation matters for 5 full-time and 2 part-time employees.

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• Work with outside HR, payroll, benefits, legal, and insurance professionals as needed.

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PROPERTY MANAGEMENT

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• Oversee financial reporting for multiple properties.

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• Identify significant variances and follow up with property managers and bookkeepers.

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• Coordinate semi-annual property-management meetings.

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Request and review budgets and financial reports prior to meetings.

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TAX, AUDIT & COMPLIANCE

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• Coordinate with outside CPAs, tax accountants, attorneys, and other professional advisors.

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• Assist with preparation and review of federal and state tax filings, including Sales and Transient Tax Returns.

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Collect and organize K-1s, 1099s, investment statements, and other tax documents.

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• Maintain confidential and well-organized compliance records.

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• Filings for multiple LLCs and a private foundation

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INSURANCE & RISK MANAGEMENT

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• Coordinate annual insurance renewals.

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• Work with insurance brokers and management to evaluate coverage and costs.

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• Complete applications, renewal forms, and other required documentation.

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• Maintain insurance policies, certificates, and electronic files.

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• Process insurance premiums.

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Qualifications:

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· Minimum bachelor’s degree

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· Minimum 10 years’ experience in a financial analyst and financial management role

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· Excellent written and verbal communication skills

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· Exceptional organizational skills and attention to detail

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· Strong judgement and problem-solving abilities

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· Absolute discretion in handling confidential financial, personal, family, investment, and Foundation information

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· Preferred but not necessary to have some experience working with non-profit organizations and family offices