Financial Operations Analyst

Our client within wealth management requires a Financial Operations Analyst to join their single family office client services team. The Financial Operations Analyst serves as a key member of the Single-Family Office team and plays a vital role in maintaining financial records, monitoring bank accounts, coordinating accounts payable, handling tax administration tasks, and assisting with investment administration for SFO clients. This position requires meticulous attention to detail, strong organizational skills and time management, and the ability to effectively communicate with various stakeholders.

Responsibilities:

Financial Operations (40%)

Accounts Payable

1. Coordinate the receipt of vendor invoices and payment requests from the Family Office and other authorized individuals.
2. Input and manage accounts payable data for multiple entities into QuickBooks.
3. Summarize payables into a schedule for review and approval on a recurring basis.
4. Prepare payment instructions for approval by the Family Office and authorized individuals.

Bank Account Management

1. Review bank accounts daily to ensure sufficient funds are available in each account, facilitate transfers if necessary.
2. Review bank accounts daily to identify unusual activity or transactions.
3. Act as the primary point of contact for banks to address inquiries and resolve discrepancies.

Payment Administration

1. Process and manage personal and corporate payments for family office clients.
2. Ensure proper documentation and approval protocols are adhered to for all payments.
3. Prepare monthly dashboards by reviewing bank and investment account statements for unidentified transactions and provide descriptions for each.
4. Provide bookkeeping assistance to the Family Office and external accountants.
5. Input banking activity into QuickBooks for expense tracking purposes.
6. Perform monthly expense tracking, including review of ongoing expenses (utilities, security, etc.) to identify short-term variations and long-term trends.

Tax Administration

1. Forward all correspondence received from CRA and IRS to Family Office and accountants.
2. Annually, collect all tax slips received and forward to the Family Office and accountants.
3. Complete payment of Personal and Corporate tax instalments.

Investment Administration

1. Coordinate signature for all investment documents sent by the Family Office and authorized individuals.
2. File investment documents for records and provide digital copies to the Family Office and authorized individuals.
3. Transact wire payments for investments as instructed by the Family Office and authorized individuals.

General Administrative Items

1. Assist with financial record-keeping for investments, donations, and other family office activities.
2. Manage the document organization function ensuring the file structure is intuitive and scalable.
3. Collaborate with tax advisors and accountants to ensure financial compliance.

Qualifications:

Education & Experience:

1. Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
2. 3+ years of experience in financial operations, accounting, or investment administration, preferably in a family office, wealth management, or financial services environment.
3. Experience with bookkeeping, accounts payable, and financial reporting.
4. Familiarity with tax administration, investment transactions, and banking operations.

Technical Skills:

1. Proficiency in QuickBooks or other accounting software.
2. Strong understanding of banking procedures, wire payments, and financial transactions.
3. Proficiency in Microsoft Excel and other financial reporting tools.
4. Familiarity with tax regulations, including CRA and IRS correspondence.
5. Exceptional attention to detail and accuracy in financial data management.
6. Strong organizational and time management skills to handle multiple financial activities efficiently.
7. Ability to work independently while collaborating with internal and external stakeholders.
8. Excellent written and verbal communication skills for interaction with banks, accountants, and investment professionals.
9. High level of discretion and professionalism when handling sensitive financial information.