Family Office Bookkeeper

Family Office; Stamford (CT); On-site; USD 55,000 - 80,000; Full time

Job summary

Family Office is seeking a meticulous Bookkeeper to manage payment processes for personal, household, and entity expenses. The role emphasizes accounts payable, vendor coordination, and bank reconciliations while upholding strict confidentiality.

The ideal candidate will have 3–5 years in bookkeeping or accounts payable, proficiency with QuickBooks or NetSuite, strong Excel skills, and the ability to handle multiple accounts with discretion, reporting to leadership with regular expense summaries.

Qualifications

• 3–5 years bookkeeping or accounts payable experience.
• Experience in family office, private household, or professional services preferred.
• Proficiency with QuickBooks, NetSuite, Bill.com, or similar.
• Excellent organizational and time-management skills.
• High level of discretion and professionalism.
• Strong Excel and reporting skills.

Responsibilities

• Process invoices for personal, household, and entity expenses.
• Ensure timely payment of utilities, mortgages, insurance, payroll, and other bills.
• Manage one-time and special payments.
• Reconcile checking, savings, and credit card accounts monthly.
• Maintain vendor database with updated contact and payment details.
• Provide weekly/monthly expense reports to leadership.
• Prepare year-end reports for tax advisors.
• Maintain confidentiality and safeguard financial data.

Skills

Accounts payable

Attention to detail

Discretion

Time management

Vendor communication

Tools

QuickBooks

NetSuite

Bill.com

Excel

Job description

The Bookkeeper is responsible for managing the timely and accurate payment of personal, household, and entity expenses for the family office. This role emphasizes accounts payable, vendor coordination, and bank account reconciliation while maintaining strict confidentiality. The ideal candidate is detail-oriented, reliable, and capable of managing multiple accounts and payment processes with discretion.

Key Responsibilities

• Bill Payment & Expense Tracking
• Receive, review, and process all invoices for personal, household, and entity expenses.
• Ensure timely payment of utilities, mortgages, insurance, staff payroll, property management, and other recurring bills.
• Manage one‑time and special payments (e.g., travel, medical, charitable contributions).
• Maintain organized digital and physical files of all invoices and receipts.
• Accounts Reconciliation
• Reconcile checking, savings, and credit card accounts monthly.
• Track outstanding payments and resolve discrepancies with vendors.
• Monitor cash balances to ensure adequate funds are available for upcoming expenses.
• Maintain vendor database with up‑to‑date contact and payment details.
• Act as primary point of contact for billing inquiries and payment confirmations.
• Negotiate billing errors and ensure accurate charges.
• Reporting
• Provide weekly/monthly expense reports to family office leadership.
• Support budgeting by categorizing and summarizing expenses.
• Prepare year‑end reports for tax advisors and CPAs.
• Confidentiality & Discretion
• Safeguard all personal and financial information of family members.
• Maintain highest ethical standards in handling sensitive financial data.

Qualifications

• 3–5 years of bookkeeping or accounts payable experience; family office, private household, or professional services experience preferred.
• Strong proficiency with accounting and bill pay systems (QuickBooks, NetSuite, Bill.com, or similar).
• Excellent organizational and time‑management skills.
• High level of discretion and professionalism.
• Strong Excel and reporting skills.

Skills & Attributes

• Accuracy and attention to detail in financial transactions.
• Ability to prioritize competing payment deadlines.
• Clear communication skills to coordinate with family members, vendors, and advisors.