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Administrative Assistant / Bookkeeper - Family Office

New York City, NY 10022

Posted: 05/21/2024 Industry: Search On Hold Job Number: 1787792 Pay Rate: 75k/year - 90k/year

Job Description

Administrative Assistant / Bookkeeper- Family Office


  • Organizing and entering invoices in accounts payable using Sage
  • Organizing and managing the intake of accounts payable invoices for several family entities
  • Comparing invoices to contracts/agreements and terms of payment to ensure accuracy
  • Downloading ACH statements and scanning and renaming files
  • Answering phones and collating documents
  • Entering invoices and printing checks, maintaining and organizing accurate support for all expenses needed for the company’s annual audit.
  • Creating and maintaining master schedules of certain expenses such as insurance policies, lease payments, and capital improvements.
  • Calendarize payments that are paid over time
  • Ensuring bills and ACH (auto payments) are paid in a timely and accurate manner while adhering to departmental procedures.
  • The position also provides extensive administrative and concierge services for various client matters.
  • Making charitable payments for family members and their foundations, preparing letters, and making sure all receipts for tax purposes are received in a timely manner
  • Make online/check payments for Property Taxes, keep a master Real Estate Tax Schedule
  • Make online CSC payments for all corporations
  • Prepare annual 1099s
  • Download bank statements, year-end bank tax documents
  • Prepare internal transfers and outgoing wires using JPM Access and JPM portal
  • Prepare foreign transactions wires


  • Prefer an Associate or Bachelor's degree
  • 2+ years of previous administrative/bookkeeping experience.
  • Strong computer skills especially Excel and Quickbooks
  • Strong written and verbal communication skills
  • Professional demeanor and well organized
  • Strong team collaboration skills, including the ability to work flexibly with colleagues and adapt to change
  • Strong organization and time management skills, with attention to detail, ability to handle multiple tasks, and proactive follow-through
  • Team player, hands-on, collaborative

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