Sr. Administrative Coordinator

Company Summary

We are a small privately held confidential family office dedicated to the management of complex personal and financial matters. Our office provides administrative services to support employee and property management tax and administrative services and philanthropic support.

Job Summary

We are seeking a highly organized and detail-oriented professional to manage diverse administrative responsibilities to include human resources basic bookkeeping and general administration across multiple entities and properties. This role requires proficiency in bookkeeping effective communication with various internal and external stakeholders and excellent organizational skills.

Duties and Responsibilities:

Human Resources

• Manage time entry for multiple entities
• Oversee employee onboarding and offboarding processes
• Send HR-related communications
• Ensure HR documents are up to date
• Coordinate benefit enrollment

Bookkeeping

• Process payments for auto and property insurance policies.
• Record payroll costs in accounting system

• Process accounting entries invoices checks and online payments.
• Process tax payments maintain return receipt mailings and file supporting documentation
• Maintain registered agent accounts and process associated payments
• File and maintain certified resolutions and corporate documents
• Create positive pay uploads
• Conduct vendor and bank reconciliations

Administration

• Collaborate with insurance brokers on policy changes updates and renewals for all policies
• Work with property tax consultants to ensure all new parcels and purchases are accurately added to accounts
• Coordinate monthly staff meetings
• Schedule monthly calls with property managers
• Assist with planning group events and outings
• Liaise with IT on managing IT matters and projects
• Coordinate corporate credit card accounts and users
• Help organize and create project spreadsheets and budgets
• Assist team with other duties and special projects as needed

Job Requirements:

• High school diploma or equivalent and at least 2 years in an administrative role
• Proficient in Word Excel SharePoint PowerPoint and Outlook
• Excellent written verbal and interpersonal communication skills
• Must exercise initiative good judgment and tact in handling job responsibilities and assignments
• Detail-oriented with excellent organizational skills
• Ability to work in a fast-paced environment on multiple concurrent tasks
• Ability to handle highly sensitive information with strict confidentiality and professionalism
• Exceptional ethical standards and integrity and absolute discretion in handling personal and business matters

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Normal office working conditions.
• Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.

The employer is an equal opportunity employer and does not discriminate against qualified applicants on the basis of any actual or perceived legally protected characteristics under federal state or local law.