Company Overview: Join our dynamic family office that manages a diverse portfolio of assets and investments. We pride ourselves on maintaining a high level of efficiency and accuracy in all financial matters. Our team is seeking a meticulous and proactive Financial Coordinator to support our accounting and financial management needs.
Position Overview: As a Financial Coordinator, you will play a crucial role in managing our financial records, budgeting, and cash flow. You will work closely with our accounting team to ensure accurate financial reporting and smooth operations across various entities. Duties include preparing and monitoring business and personal budgets, budget review and analysis, point of contact for internal and external vendors, managing payment and financial transaction processes and procedures, preparing and analyzing cash flow reports, among other financial administrative tasks. While this job is remote, it may require occasional visits to our downtown Chicago office, so candidates must be located in the Chicagoland area. No recruiters.
Responsibilities
Basic Bookkeeping using Quickbooks Online
- Entry and accurate categorization of all account transactions.
- Record journal entries for all brokerage accounts and complex transactions.
- Download and appropriately file all monthly account statements.
- Reconcile accounts monthly.
Budget and Expense Management
- Prepare and analyze monthly and quarterly reports for family members, budgets, and supporting schedules, including maintaining and reviewing general ledgers.
- Pay and track bills and invoices in accordance with established methods and procedures.
- Track capital calls/investment payments and distributions to enable reconciliation of all investment activity.
- Analyzes payments and year to date spend for entities and projects for expense reporting, budget analysis and planning purposes and reviews with accounting firm and CIO.
- Works alongside accounting team to track intra-entity loans and plan for interest payments.
Tax Preparation Support
- Assist with tax preparation by collecting K-1s, organizing and preparing financial records to assist accountants in tax preparation and filing.
- Work closely with accounting team to reconcile all intra-entity loan activity and details.
Cash Management
- Prepare monthly cash report for the family office comprising of 4-5 entities.
- Manage all bill payments for all entities and work with banking teams to prepare all wires according to internal procedures for both invoicing and funding purposes.
- Record checks/wires/distributions and various deposits for all entities.
- Monitor cash balances daily to ensure adequate funds to process invoices/investments.
- Ensure account fundings are prepared from proper entity, confirming LLC ownership and percentages.
- Works closely with Principal, CIO and External Vendors to obtain approvals on critical transactions, including tax payments and professional fees.
System Improvements:
- Recommend and implement improvements to accounting processes, financial systems and cash management strategies.
- Stay updated on new accounting technologies and tools to enhance efficiency.
Communication and Coordination:
- Communicate with external accountants, legal team, and financial institutions as needed.
- Coordinate with internal and external teams to gather necessary financial information and resolve discrepancies.
Record Keeping and Documentation:
- Ensure accurate and timely record-keeping for all financial transactions.
- Maintain and organize financial documentation for easy retrieval and review.
The ideal candidate should demonstrate:
- Attention to Detail: Meticulous and thorough in managing financial records, ensuring accuracy in every transaction and report.
- Discretion: Demonstrates good judgment and discretion, particularly when handling sensitive or confidential financial information.
- Organizational Skills: Highly organized, with the ability to manage multiple tasks and priorities efficiently. Capable of maintaining order in a busy environment.
- Integrity: Trustworthy and ethical, with a strong commitment to maintaining confidentiality and handling sensitive financial information responsibly.
- Reliability: Dependable and consistent, with a strong track record of meeting deadlines and following through on commitments.
- Proactiveness and Self-Motivation: Takes initiative to identify and address potential issues before they escalate. Anticipates needs and takes action without waiting for direction. Capable of managing tasks and deadlines independently.
- Analytical Thinking: Ability to analyze financial data, identify trends, and provide insights for budgeting and forecasting. Strong problem-solving skills.
- Adaptability: Flexible and open to change, able to quickly adapt to new systems, processes, or changes in priorities.
- Strong Communication Skills: Clear and effective communicator, able to articulate financial information to both accounting professionals and non-financial stakeholders.
- Team Player: Collaborative and able to work effectively with others, including interacting with the accounting team, family members, and external vendors.
- Time Management: Efficient at managing time and balancing multiple responsibilities, ensuring that tasks are completed promptly and accurately.
Qualifications:
- Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's degree in a major such as accounting, business administration, finance, or related; OR appropriate combination of education and experience.
- One year financial, budgeting and/or preparing account reconciliations or financial statements along with financial analysis or other relevant experience.
- Proficiency in QuickBooks Online.
- Strong understanding of budget management, cash flow, and financial reporting.
- Excellent attention to detail, organizational skills, and ability to manage multiple tasks.
- Strong communication skills and the ability to work collaboratively with team members and external vendors.
- Proficient in Microsoft Office Suite, particularly Excel.
- Must be located in Chicago
