Family Office Associate

StevenDouglas; Miami (FL); On-site; USD 85,000 - 120,000; Full time

Job summary

StevenDouglas in Miami, FL seeks a highly organized financial operations professional to support day-to-day administration, cash management, and investment, real estate, and estate planning activities for a single-family office.

This hands-on role requires discretion, strong financial acumen, and the ability to manage accounts payable, wire transfers, reconciliations, and budgeting while coordinating with external accountants and tax advisors.

Qualifications

• 2-6+ years of experience in family office, private wealth management, or
• Accounting/finance operations, or small business financial management
• Extremely detail-oriented and organized

Responsibilities

• Manage day-to-day financial operations and cash management.
• Handle accounts payable, invoicing, coding, approvals and payments.
• Prepare wire transfers and monitor bank/investment balances.
• Maintain QuickBooks and reconcile monthly statements.
• Coordinate with tax advisors, auditors, and estate planning attorneys.

Skills

Advanced Excel

QuickBooks

Attention to detail

Discretion & integrity

Self-starter

Tools

Excel

QuickBooks

Job description

Our client, a single family office located in Miami, FL, is seeking a highly organized, detail-oriented, and trustworthy professional to serve as a key operational and financial support partner within a single-family office. This individual will play a central role in managing day-to-day administrative functions, financial tracking, cash management, and supporting investment, real estate, and estate planning activities.

This is a hands-on, high-responsibility role requiring discretion, adaptability, and strong financial acumen. The ideal candidate is a proactive “jack of all trades” who enjoys both operational execution and financial oversight.

Core Responsibilities

1. Financial Operations & Cash Management

• Manage accounts payable, including invoice review, coding, approval coordination, and payment execution
• Prepare and process domestic and international wire transfers
• Monitor bank accounts and investment account balances
• Track daily/weekly cash positions and liquidity needs
• Maintain and reconcile QuickBooks (or equivalent accounting software)
• Perform monthly account reconciliations across bank, brokerage, and credit card accounts
• Assist with preparation of annual budgets and periodic forecast updates
• Generate recurring financial reports (cash flow summaries, expense tracking, variance reports)
• Coordinate with external accountants for tax preparation and year-end close
• Maintain organized financial documentation for audit and compliance purposes
• Track investment holdings across brokerage, private investments, and alternative assets
• Maintain consolidated balance sheet and net worth tracking
• Assist with basic investment performance tracking and reporting
• Support investment analysis (return calculations, capital call tracking, distribution tracking)
• Coordinate documentation related to private investments and fund subscriptions
• (Advanced investment modeling not required; training can be provided.)
• Track property-level income and expenses
• Coordinate vendor payments and service providers
• Assist with lease tracking and property documentation
• Support insurance tracking and renewals
• Maintain schedules of capital expenditures and property budgets
• Maintain entity records (LLCs, trusts, partnerships)
• Track key estate planning documents and updates
• Coordinate with estate planning attorneys and tax advisors
• Monitor compliance requirements and filing deadlines
• Maintain ownership schedules and entity organizational charts

5. General Administrative & Operational Support

• Manage office operations and vendor relationships
• Track subscriptions, software tools, and renewals
• Oversee document management and cloud storage systems
• Coordinate with legal, tax, insurance, and investment advisors
• Support special projects as needed

Qualifications

• 2-6+ years of experience in:
• Family office, private wealth management, or
• Accounting/finance operations, or
• Small business financial management

Other

• Extremely detail-oriented and organized
• Strong understanding of basic accounting principles and financial statements
• Experience with QuickBooks (or similar accounting software)
• Ability to integrate AI to optimize processes
• Comfortable handling wire transfers and banking platforms
• Advanced Excel skills (ability to build trackers and basic financial models)
• High level of discretion and integrity
• Self-starter who thrives in an unstructured environment

Preferred (Not Required)

• Experience working with UHNW individuals or family offices
• Exposure to public and private investments (PE/VC/real estate)
• Familiarity with estate planning structures (trusts, LLCs)