POSITION SUMMARYAs a member of the Private Family Services of Oxford team, the Private Family Services (PFS) Coordinator handles additional and/or more comprehensive back office services for one or more clients or client families including bill pay services, family/charitable entity bookkeeping and reporting and preparing statements of financial information and reporting packages. May also handle administrative or concierge services including travel, arrangements, home office organization and filing.DUTIES & RESPONSIBILITIESPays bills and prepares comprehensive financial reporting packages
Reviews invoices for accuracy and verify new vendors with client
Pays bills for family members in a timely manner
Maintains and reconciles checking accounts
Prepares monthly bill paying report summaries as part of comprehensive reporting packages
Prepares financial reports as needed
Develops and maintains detailed records and filing system for accounts
Maintains family gifting donation reports
Assists with accumulating tax information
Prepares various reports for Accountant on a quarterly and annual basis
Develops and maintains records and reports for all family entities
Pays bills
Works with Client Services and other FOS Operations Associates to assist with client reports, and communications
Accumulates and provides related tax information to Client Service
Handles other client requests
Attends client meetings if necessary
Composes and sends letters as needed
Coordinates maintenance of client homes as needed
Researches and answers related questions
Handles travel arrangements as needed
Maintains vital information sheets
Develops and maintains records for charitable entities if services requested by client
Acknowledges charitable requests and requests donation confirmation letters
Handles certain required administrative tasks, attends various required internal meetings and participates in various training sessions for continuous technical development workload priorities
Completes TimeTracker entries timely and accurately
Reads, handles and responds to email and voicemail messages
Attends team and firm meetings
Strives to increase technical skills
Stays current with technical developments
Approaches learning opportunities with enthusiasm
Performs other duties as assignedQUALIFICATIONS
Previous experience supporting a c-suite level executive a minimum of three to five years of relevant work experience
Ability to interpret/analyze data and accurate attention to detail at a fast pace
Must have a professional demeanor with the utmost respect for confidential matters is required
Privacy/security is the number one priority of the clients
Must be able to work independently and in a team environment
Work with both PFS coworkers/team and client’s other employers/team
Computer proficiency in Excel, Quicken, Outlook, Word and Quick Books
Technologically and program resourceful
Strong analytical skills
Must have excellent written and verbal communication skills with strong interpersonal skills
Must be detail oriented with excellent organizational skills
Must have ability to multi task
Must have ability to work in a high stress, faced paced environment
Must have a strong work ethic with a positive attitude
Sense of urgency ability to read a room
Privacy and resourcefulness – even rotating priority list – being flexible is key
WORKING CONDITIONS
Regular travel as business needs necessitate (mostly local – 2-5 trips per week to client’s home)
