Administrative Assistant / Bookkeeper- Family Office

Responsibilities:

• 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

Qualifications:

• 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