Supervisor, Private Family Services of Oxford

The Supervisor, Private Family Services of Oxford (Supervisor) handles comprehensive household management and bookkeeping services for clients and client families including bill pay services, balance sheets, family/charitable entity bookkeeping and reporting, and preparing statements of financial information and compilation and forecasting reports. May also handle or supervise administration of concierge services, including travel arrangements, home office organization, filing and correspondence with clients and client’s CPA’s and attorneys regarding personal tax matters and/or estate matters. The Supervisor will lead and coach the PFS team to ensure the consistent delivery of the Oxford experience and promotes PFS services to internal colleagues and Managing Directors.

DUTIES & RESPONSIBILITIES

Private Family Services Leadership (PFS)

• Supervises the work of PFS staff members
• Holds monthly meetings with PFS staff
• Delivers PFS presentation to prospective clients and advisors
• Performs reviews and coaching for PFS staff
• Serves as liaison for PFS group to all Oxford departments
• Promotes PFS services to firm and Managing Directors
• Serves as back up for other PFS associates while they are not in the office

Provides bill pay services, balance sheets, family/charitable entity bookkeeping and reporting, and preparation of statements of financial information and compilation and forecasting reports

• Reviews invoices
• Pays bills for family members in a timely manner
• Maintains and reconciles accounts
• Prepares Balance Sheets
• Prepares monthly bill paying report summaries and forecasting reports as part of comprehensive reporting packages
• Prepares financial reports including cash flow statements (summary and detail), budget, as part of comprehensive reporting package, gain/loss and other reports as needed
• Develops and maintains detailed records and filing system for accounts
• Maintains and summarizes status of loans
• Works with Client Services and other FOS Operations associates to maintain records related to ownership and transactions

Assists with accumulating tax information

• Pays quarterly and annual tax payments
• Prepares reports listing all tax related expenses (e.g. charitable contributions, tax payments, etc.)
• Collects tax data from client (e.g. 1099s, K-1s, etc.)
• Organizes all tax information and provides to CPA

Handles other client requests

• Composes and sends letters as needed
• Researches and answers related questions
• Handles travel arrangements as needed
• Maintains contact lists
• Corresponds with household managers and other household employees

Administrative Tasks

• Completes TimeTracker entries timely and accurately
• Reads, handles and responds to email and voicemail messages
• Attends team, firm and various required internal meetings
• Strives to increase technical skills and stays current with technical developments
• Participates in various training sessions for continuous technical development workload priorities

Performs other duties as needed

QUALIFICATIONS

• Bachelor degree in accounting, business administration or related field and a minimum of 3-5 years of relevant work experience such as accounting or private family office
• CPA or MBA is highly desirable
• 3-5 years management experience
• Must have strong computer skills including Microsoft Excel, Word, Quicken, Quick Books, Outlook and PowerPoint
• Strong analytical skills; the ability to interpret/analyze data and accurate attention to detail
• Must have a professional demeanor with the utmost respect for confidential matters
• Must be able to work independently and in a team environment
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must have excellent organizational skills
• Must have ability to multi-task and prioritize with respect to deadlines
• Must have ability to work in a fast paced environment
• Must have strong work ethic with a positive attitude

WORKING CONDITIONS

• Occasional travel as business needs necessitate
• Long periods of sitting utilizing a computer
• 100% onsite