Private Wealth Bookkeeper & Bill Pay Associate

Waldron Private Wealth; Pennsylvania; On-site; USD 55,000 - 75,000; Full time

Job summary

Waldron Private Wealth is seeking a Multi-Family Office Associate to support the Family Office Services team with daily transaction processing, vendor coordination, and financial record maintenance for high and ultra-high net worth clients.

The role spans bill payments, invoicing, account maintenance, cash management, and monthly/annual reporting, operating as a trusted backup to senior staff to ensure continuity and accuracy in client financial operations.

Qualifications

• Associates Degree in accounting, finance, or related field. Bachelor's degree preferred.
• Minimum of two years of experience in accounting preferred.
• Minimum of one year of experience with bill pay, accounts payable, bookkeeping, or related financial operations preferred.
• Experience with QuickBooks Online or similar accounting software preferred.
• Experience with investment accounts, trust accounts, LLCs, and/or LPs preferred.

Responsibilities

• Process bill payments and invoices in accordance with established methods and procedures, safeguarding against overpayment, unauthorized payments, expense abuse, and create client invoices.
• Proactively identify missing or incomplete bills; monitor payment schedules to ensure all obligations are met without late fees or penalties.
• Perform account maintenance, record transactions, connect credit card and bank accounts, and manage supporting documentation within the firm's accounting software.
• Monitor client cash balances, initiate cash transfers as needed, and maintain operational awareness to address liquidity needs.
• Identify and analyze root causes of repetitive invoice discrepancies and elevate patterns for process resolutions.
• Create client invoices and assist with tracking billable time in line with Waldron's policies.
• Assist in categorization and reconciliation of spending transactions across client entities within QuickBooks Online.
• Support month-end and year-end close processes under Senior Bookkeeper guidance.
• Prepare monthly and periodic financial reports for family members (budget summaries, P&L, cash flow, spending, balance sheets).
• Assist in organizing financial records to support client tax filings and CPA collaboration.
• Serve as a primary contact for client financial institutions to establish, maintain, and resolve issues in client accounts.
• Manage client portal access, including authentication codes and secure login procedures for all platforms.
• Establish and maintain accurate vendor records; resolve billing discrepancies and onboarding of new vendor relationships.
• Serve as backup coverage for Bill Pay Specialist and Senior Bookkeeper during absences.

Skills

Attention to detail

Communication

Organizational skills

Accounts payable

Bill payments

Bookkeeping

Investment/trust account familiarity

Education

Associates Degree in accounting/finance or related field

Bachelor's degree preferred

Tools

QuickBooks Online

Job description

Waldron Private Wealth is seeking a Multi-Family Office Associate to support the Family Office Services team with daily transaction processing, vendor coordination, and financial record maintenance for high and ultra-high net worth clients.

The role spans bill payments, invoicing, account maintenance, cash management, and monthly/annual reporting, operating as a trusted backup to senior staff to ensure continuity and accuracy in client financial operations.