Full-Time Family Office Services Manager: $150K+ and Benefits

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Family Office Services Manager will be primarily responsible for providing administrative and concierge services to ensure seamless day-to-day operations within each family. This position will work closely with the Director of Residences, Director of Human Resources / Business Operations, and principals of each household. Primary duties to include property management coordination for seven residences (four homes in California, two homes in the Tri-State area, and one home in Hawaii), special projects, travel coordination, and support to the human resources function as needed, including, new hire onboarding, record keeping, file maintenance, and HRIS entry. Concierge services to include, travel coordination, creating a “client services” platform to deliver high level lifestyle management and managing/streamlining other ad hoc personal activities efficiently and effectively on behalf of the family members. This is a newly created position. Start date is flexible for the right candidate.

RESPONSIBILITIES: 

  • Support in the preparation of annual operational budgets and income projections in a timely and accurate manner
  • Process all invoices and utilize monthly invoice tracking spreadsheet to ensure all invoices are received in a timely manner
  • Follow up with vendors to inquire about outstanding invoices
  • Collection of expense receipts from household staff, as it relates to operation of properties
  • Generate supply order form to household staff for use
  • Confirm household staff provides supply orders with all receipts
  • Direct incoming calls to appropriate staff members
  • Prepare vendor agreements for review and approval by Director of Residences
  • Oversee vendor insurance tracking including but not limited to, confirming all vendor insurance is accurate and on file, sending out letters requesting updated insurance certificates, as necessary and regularly updating vendor insurance tracking spreadsheet
  • Maintain files for each property such as updating property information sheets, utility information, emergency procedures, property insurance, operational information
  • Maintain accurate records of all rental transactions, if any
  • Assist Director of Residences and Director of Human Resources / Business Operations with preparing and/or implementing procedures and systems within company guidelines to ensure orderly and efficient workflow
  • Distribute company policies and forms to household staff and vendors accordingly
  • Assist Director of Residences with special projects
  • Liaison with principals and household management to ensure monthly staff scheduling and timely payroll reporting (on a bi-weekly basis)
  • Travel coordination for family members, household and family office staff, and trialing candidates
  • Perform customer service functions by answering employee requests and questions
  • Input and maintain data into HRIS system ensuring I-9 compliance, current employee information, direct deposit / tax withholdings / benefits enrollment
  • Conduct audits of payroll, benefits, or other human resources programs and recommend corrective action
  • Assist with recruiting, interviews, and onboarding process (track candidate status, follow-up correspondence, trial period coordination, new hire paperwork and correspondence, uniform procurement, policies and procedures, etc.)
  • Assist with processing of terminations (ensuring exiting employee executes final paperwork, returns company property, etc.)
  • Assist with the preparation of the annual performance review / evaluation process
  • Evaluate reports, decisions, and results of human resources department initiatives in relation to established goals
  • Conduct due diligence on human resources systems and make recommendations for enhanced technology platforms, new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed

ABOUT YOU:

You are a passionate administrative and operations professional who excels at providing the highest level of customer service and administrative support within the family office environment. You have a natural ability to build strong and respected relationships enabling you to work effectively with both domestic employees and family office senior leaders daily. You are assertive and resourceful, ensuring daily household operations run effortlessly and you are anticipating the needs of the family members. You not only have an excellent ability to use sound judgment and work independently, but also know when to leverage team cohort and resources when appropriate. You are someone who exhibits a strong sense of ownership for your work product and continuously seeks to understand how your contributions add value and lead to high success resulting in the family office reaching its overall business mandates and objectives. An ideal candidate is someone who prides themselves on being a self-starter, highly organized, service oriented, kind, professional, and capable of maintaining discretion (confidentiality agreement is required). Candidates must be comfortable working with multiple family units, with diverse needs and expectations.  

QUALIFICATIONS: 

  • Excellent phone (verbal), written communication, and an ability to recognize potentially sensitive situations and maintain the highest level of confidentiality
  • Expert in Microsoft Word, Excel, Outlook and PowerPoint
  • Excellent knowledge of household management and business management practices and principles
  • High critical thinking, problem solving, and organizational skills
  • Ability to solve practical problems and deal with a variety of concrete variables in situations
  • Ability to effectively and efficiently research and/or present information, respond to questions, and meet deadlines
  • Superior use of discretion and sound business judgement and strong ability to uphold confidentiality

REQUIREMENTS:

  • Bachelor’s degree
  • 5-7+ years recent and consistent full-time experience working domestically and/or in family office environments
  • 3-4+ references from supervisors in previous positions
  • Seeking longevity/long term commitment (e.g., at least 2-5+ years)
  • Ability to complete extensive background checks, motor vehicle checks (clean driving record), drug tests, and psychological evaluations 
  • COVID-19 vaccinations
  • COVID-19 testing and antibodies testing

COMPENSATION:

  • $150K+ gross annual salary (based on experience and qualifications) 
  • Health insurance coverage (including dental and vision)
  • 401K Plan with 4% Match (Safe Harbor)
  • Vacation days paid
  • Government holidays paid
  • Sick days paid
  • Discretionary annual bonus and raise (performance evaluation required)

 

 

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!

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    Louer® is a private staffing agency servicing family offices, residences, yachts and planes. Our team specializes in a custom approach to ensure a long term good fit.