Private Family Services of Oxford Coordinator

Oxford Financial GRP; Carmel (IN); On-site; USD 60,000 - 90,000; Full time

Job summary

Private Family Services of Oxford Coordinator provides comprehensive back‑office support for ultra‑high‑net‑worth clients and families, including bill pay, bookkeeping and financial reporting for personal and charitable entities.

The role also handles administrative and concierge services such as travel, household management and client communications, reporting and documentation support.

Qualifications

• Bachelor’s degree in accounting, business administration or related field preferred.
• Experience supporting a c-suite level executive is a plus.
• Strong computer skills including Microsoft Office; QuickBooks/Quicken experience preferred.
• Experience with charitable foundations or donor-advised funds is a plus.
• Excellent written and verbal communication with internal and external stakeholders.

Responsibilities

• Provide back-office support including bill pay, bookkeeping and financial reporting for personal and charitable entities.
• Complete travel arrangements, household management and administrative support for ultra-high-net-worth clients.
• Review invoices for accuracy and process payments.
• Maintain and reconcile checking accounts; prepare monthly bill payment summaries.
• Generate financial reports tailored to client needs and documentation for reporting packages.
• Coordinate charitable activities and donor-related documentation.

Skills

Discretion

Highly organized

Communication skills

Interpersonal skills

Problem solving

Education

Bachelor’s degree in accounting or related field

Tools

Microsoft Office

Quicken/QuickBooks

Job description

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Private Family Services of Oxford Coordinator

Client Service - Administration Full Time Atlanta, GA, US

2 days ago Requisition ID: 1057

Department: Private Family Services of Oxford™

Reports to: Manager, Private Family Services of Oxford™

FLSA Status: Non-Exempt

POSITION SUMMARY

The Private Family Services of Oxford Coordinator (PFS) provides comprehensive back-office support to ultra-high-net-worth clients and families as part of the Private Family Services of Oxford team. This role Coordinator manages a full spectrum of financial operations, including bill pay, bookkeeping and financial reporting for personal and charitable entities. Additional responsibilities include administrative and concierge-level services including travel arrangements, household management and administrative support.

DUTIES & RESPONSIBILITIES

• Review invoices for accuracy and verify new vendors with client
• Process payments for family members with precision and timeliness
• Maintain and reconcile all checking accounts
• Prepare monthly bill payment summaries integrated into comprehensive reporting packages
• Generate financial reports tailored to client needs and specifications
• Develop and maintain detailed records and filing system for accounts
• Track and document family gifting donations

Tax Preparation Support

• Compile quarterly and annual financial reports for client accountants

Family Entity Administration

• Manage bill payment across multiple family entities
• Collaborate with Client Services and other Family Office Services Technical teams to ensure seamless client communications and reporting
• Gather and organize ta documentation for Client Services team

Client Relationship & Concierge Services

• Draft and send correspondence letters as needed
• Coordinates property maintenance and household management services
• Research solutions to client inquiries
• Arrange travel arrangements as needed
• Maintain current records of client information and preferences

Charitable Entity Management

• Acknowledges charitable requests and requests donation confirmation letters

Additional Responsibilities

• Perform other duties as assigned to support team objectives and client needs

QUALIFICATIONS

• Bachelor’s degree in accounting, business administration or related field preferred
• Previous experience supporting a c-suite level executive a minimum of three to five years of relevant work experience
• Must have strong computer skills including Microsoft Office products; Quicken, Quick Books experience preferred
• Experience with charitable foundations or donor-advised funds a plus
• Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders.
• Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
• Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
• Professional demeanour with an uncompromising respect for discretion and confidential matters
• Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion

WORKING CONDITIONS

• Limited travel
• Long periods of sitting utilizing a computer
• Travel check ins and monitoring time zone differences