Office Manager

Job summary

Maintain bookkeeping and payment processes for holding companies and personal accounts, reconcile portfolio holdings, track private investment activity, and prepare reporting inputs. Provide confidential administrative support, coordinate with advisors, manage property and office needs, organize records, and coordinate compliance and tax-season tasks.

Job details

Family Office Administration/Operations Fulltime – Hybrid (with time) – Mid-town Toronto A small, fast-paced and highly confidential Family Office is making its first dedicated hire. The Office Manager will handle bookkeeping, portfolio administration and general office administration. This role will be working closely with the family and its external advisors (accountants, lawyers, custodians and investment consultants). The role is deliberately broad and suits someone flexible who can juggle shifting priorities. Key Responsibilities Bookkeeping and Payments Administration Take over bookkeeping from the current external bookkeeper and keep the books for the holding companies and the family’s personal accounts in using accounting software, including monthly reconciliations Process personal and corporate payments, track expenses (company/personal) and set up a chart of accounts Prepare payments for approval by the stakeholders, process quarterly family distributions, and produce quarterly expense summaries Keep the books ready for the accountants Portfolio Reporting Maintain reporting software: reconcile holdings to custodian statements each month and resolve breaks Track private investment valuations, capital calls and distributions Supply inputs for quarter-end reporting General Administration Provide confidential executive and administrative support to stakeholders Manage meetings, projects, and coordination with advisors and counterparties Handle property administration: insurance, property tax, utilities and vendors Act as the first point of contact for inbound requests, and manage office purchases and IT vendors Pitch in wherever needed in an “all hands on deck” culture Records, Compliance and Tax Season Keep Google Drive organized and up to date Maintain a compliance calendar for corporate filings, tax instalments, insurance renewals and KYC refreshes Coordinate tax season by collecting slips and statements and assembling packages for the accountants What You Bring Must-have: Hands-on experience keeping a full set of books, ideally in QuickBooks Online, including reconciliations, accounts payable and year-end files for accountants. Everything else can be learned on the job. Highly organized, accurate and detail-oriented, and works well under pressure Strong Excel, Word and Google Workspace skills; comfortable learning new cloud based tools related to wealth management or investments Clear, diplomatic written and spoken communication Excellent judgment and discretion with confidential information A flexible team player who sees no task as beneath them A self-starter who improves processes and gives prompt, professional service **This role requires a unique individual who has experience working in a small office and understands what is required both in experience and attitude to be successful in this position** We would like to thank all applicants but we will only be reaching out to individuals that are best suited based on experience. Successful candidates will be required to conduct both phone/online and in-person meetings as well as some administrative testing. The successful candidate will have to have background checks and references conducted. Should your resume not be selected at this time, we are able to look at other roles that we have available that may not be advertised.

What you’ll do

Maintain bookkeeping and payment processes for holding companies and personal accounts, reconcile portfolio holdings, track private investment activity, and prepare reporting inputs. Provide confidential administrative support, coordinate with advisors, manage property and office needs, organize records, and coordinate compliance and tax-season tasks.

Requirements

The key requirement is hands-on experience maintaining a full set of books, ideally using QuickBooks Online, including reconciliations, accounts payable, and year-end files for accountants. Candidates should be highly organized and accurate, proficient with Excel, Word, and Google Workspace, discreet with confidential information, adaptable, and effective in a small-office environment.

Listed skills

• Google Workspace · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Quickbooks Online · Preferred
• Microsoft Word · Preferred
• Payment Processing · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Bookkeeping
• QuickBooks Online
• Account Reconciliation
• Accounts Payable
• Payment Processing
• Portfolio Administration
• Portfolio Reporting
• Expense Tracking
• Microsoft Excel
• Microsoft Word
• Google Workspace
• Records Management
• Compliance Calendar Management
• Tax Preparation Coordination
• Confidentiality
• Administrative Support

Job areas

• Finance & Accounting
• Administrative
• Management & Leadership

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