Work Arrangement / Work Shift: Remote | 9:30 AM to 5:30 PM EST

Role Overview

We are seeking a highly organized, analytical, and proactive Personal Finance & Operations Manager to oversee the day-to-day financial administration and operational coordination for a private principal and multiple real estate properties.

The ideal candidate will have direct experience supporting **High-Net-Worth Individuals (HNWI), Ultra-High-Net-Worth Individuals (UHNWI), family offices, private principals, or personal wealth management environments. Experience in HNWI and personal wealth management is highly preferred. Candidates should be comfortable handling sensitive financial information, managing complex personal finances, and coordinating with wealth advisors, accountants, attorneys, banks, property managers, household staff, contractors, and other trusted advisors.

Working closely with the Principal and their professional advisory team, this individual will ensure that all personal financial matters are organized, accurate, proactively managed, and executed with exceptional attention to detail.

This role focuses on personal financial administration, wealth-related operational support, budgeting, reporting, property financial management, vendor oversight, and project coordination. The successful candidate will become a trusted owner of the Principal's day-to-day financial operations while working alongside external wealth and financial advisors.

What You’ll Be Doing

Personal Financial Administration

Manage all personal bill payments and payment schedules.

Review invoices for accuracy before payment.

Coordinate payment approvals with the Principal.

Ensure all bills are paid accurately and on time.

Maintain payment calendars and recurring obligations.

Organize and maintain digital financial records and supporting documentation.

Maintain complete visibility into outstanding liabilities and upcoming payment obligations.

Maintain confidentiality and discretion when handling sensitive personal and financial information.

Banking, Credit Card & Cash Management

Audit all personal credit card and bank account activity.

Review transactions for accuracy, duplicate charges, fraud, unauthorized expenses, and billing errors.

Investigate discrepancies directly with financial institutions and vendors.

Monitor recurring subscriptions and memberships.

Reconcile account balances monthly.

Track cash movement across personal accounts.

Prepare summaries of major spending activity.

Monitor available liquidity and upcoming cash requirements.

Coordinate with financial advisors and banking partners as needed regarding personal financial accounts.

Quicken Administration

Maintain the Principal's Quicken file as the primary personal financial management system.

Ensure all transactions are accurately categorized.

Perform monthly reconciliations.

Verify balances against bank and credit card statements.

Maintain historical financial records.

Generate financial reports for the Principal and external advisors as requested.

Budgeting & Property Financial Management

Develop and maintain annual operating budgets for each residence, including:

Property maintenance

Landscaping

Household payroll

Utilities

Security

Insurance

Property taxes

Repairs

Furnishings

Capital improvements

Seasonal operating expenses

Monitor actual spending versus budget.

Update forecasts throughout the year.

Identify potential budget overruns.

Prepare recurring property budget reports.

Support long-term capital planning.

Track financial activity across multiple residences and properties.

Vendor & Contract Financial Management

Review vendor contracts, proposals, estimates, and invoices.

Compare revised scopes of work against original agreements.

Evaluate the financial impact of change orders and project revisions.

Track deposits, retainage, payment schedules, and contract balances.

Ensure vendor invoices align with contracted pricing and approved work.

Maintain comprehensive vendor payment trackers.

Identify billing discrepancies and cost overruns before payment.

Financial Reporting

Prepare recurring reports including:

Monthly spending summaries

Cash requirement schedules

Outstanding liabilities

Upcoming payment calendars

Property budget reports

Capital project budgets

Vendor payment reports

Household operating expense summaries

Year-to-date spending reports

Budget versus actual analyses

Financial Operations & Special Projects

Serve as the financial operations lead for major personal initiatives, including:

Home renovations

Interior design projects

Landscaping projects

Real estate purchases and sales

Vehicle purchases

Major household purchases

Insurance renewals

Household staffing financial administration

Estate planning documentation requests

Banking updates

Loan and mortgage tracking

Travel expense reconciliation

Art, furniture, and luxury asset purchases

Responsibilities include:

Building and maintaining project budgets.

Tracking deposits, invoices, payment milestones, and final costs.

Monitoring approved budgets versus actual spending.

Coordinating financial documentation between vendors and advisors.

Maintaining visibility into project cash requirements.

Preparing financial summaries for the Principal throughout each project.

Coordination with Financial Advisors

Serve as the primary financial operations liaison between the Principal and:

Ayco

Accountants

Banks

Credit card companies

Attorneys

Insurance brokers

Property managers

Household staff

Contractors

Vendors

Responsibilities include:

Gathering financial documentation.

Pulling bank, brokerage, loan, and credit card statements where advisors do not have direct access.

Providing receipts, invoices, contracts, and supporting documentation.

Coordinating financial information requests.

Following up to ensure requests are completed accurately and on time.

Supporting the Principal's broader personal wealth management and financial administration activities.

Document & Records Management

Maintain organized digital filing systems for:

Bank statements

Credit card statements

Tax documentation

Insurance policies

Property records

Vendor contracts