COORDINATOR, FAMILY OFFICE ACCOUNTING SERVICES

COORDINATOR, FAMILY OFFICE ACCOUNTING SERVICES

Posted - 17 Oct 2025

Location - NEWPORT BEACH, CA, USA

About Us

We are a boutique, independent Registered Investment Advisor (RIA) providing comprehensive wealth management services to ultra-high-net-worth families and trustee services to select clients. . Our mission is to simplify financial complexity through thoughtful planning, disciplined investment management, and hands-on operational support.

We are seeking a Family Office Accounting Coordinator to help design and manage the accounting, bill pay, and financial recordkeeping systems that support our clients’ multi-entity structures, trusts, and personal finances.

This role is ideal for someone who enjoys creating order out of complexity, including building efficient systems for bill pay, reconciliation, and reporting, while serving as a trusted liaison between clients, accountants, and advisors. You’ll work directly with the CEO and senior leadership to ensure the firm’s family office infrastructure runs with precision, discretion, and a high level of client care.

Key Responsibilities

Client Accounting & Bill Pay Setup

• Establish and maintain accounting systems and workflows for families, trusts, and related entities.
• Implement and oversee bill pay platforms, ensuring proper segregation of duties, internal controls, and audit trails.
• Set up vendors, automate payments, and monitor cash flow and account balances to ensure timely disbursements.
• Develop and document standardized procedures for client bill pay and expense tracking.

Financial Recordkeeping & Reporting

• Maintain general ledgers for client entities, trusts, and personal accounts.
• Reconcile bank and investment accounts monthly and prepare consolidated financial summaries.
• Coordinate with outside accountants to prepare data for tax returns, audits, and year-end financial packages.
• Generate customized financial reports and dashboards using tools such as Excel, QuickBooks, or Addepar.

Trust & Entity Administration

• Support trustee and entity-level recordkeeping, including distributions, and expense allocations.
• Work with attorneys and CPAs to ensure documentation, filings, and ownership records remain current.

Process Management & Technology Integration

• Identify opportunities to streamline and automate workflows across accounting and administrative functions.
• Partner with the operations team to integrate systems such as Addepar, Orion, or Salesforce for unified reporting.
• Document processes to ensure consistency, transparency, and continuity across client relationships.

Client & Advisor Coordination

• Serve as a responsive point of contact for clients regarding bill pay, accounting, and reporting questions.
• Liaise with custodians, bankers, and professional advisors to resolve operational or accounting matters.
• Uphold the highest standards of confidentiality, accuracy, and professionalism in all interactions.

Qualifications

• Bachelor’s degree in Accounting, Finance, or Business Administration.
• 3–5+ years of experience in accounting, bookkeeping, or family office operations.
• Demonstrated experience setting up and managing bill pay and accounting systems for multiple entities.
• Proficiency in accounting software, Excel, and experience with accounting or financial reporting software.
• Familiarity with trusts, partnerships, and family entities.
• Exposure to or experience with Addepar, Orion, Salesforce, or other reporting platforms preferred.
• Strong attention to detail, organizational skills, and discretion when handling sensitive financial data.
• Excellent interpersonal and written communication skills.

Why Join Us

• Hands-On Impact: Build and refine the accounting and bill pay infrastructure supporting multi-generational families.
• Collaborative Culture: Work closely with experienced wealth management and family office professionals.
• Professional Growth: Deepen expertise across accounting, family office operations, and fiduciary administration.
• Competitive Compensation & Benefits: Comprehensive package including medical, retirement, and continuing education support.

If you would like to apply for this role, please email your Resume here