Office Administrator and Accounting Assistant

About the job

Job Description:

Position Summary:

• A boutique law firm is seeking a new hire who has bookkeeping, compliance & administrative experience in a Family Office.
• Experience with KYC and FATCA administration and financial statement preparation is a major plus.
• Additionally, this new hire will assist with maintaining compliance records, conducting compliance research, document management, and administrative duties.

Job Responsibilities:

Assist with Client and Matter Compliance Research

• Assist in researching new clients to ensure client’s alignment with legal regulations and ethical guidelines and to ensure client’s business does not conflict with existing clients.
• Identify compliance issues that require follow-up or investigation.

Maintain Compliance Records

• Maintain confidential personal documents and information in client files, and documentation of compliance activities, such as complaints received or investigation outcomes.
• Prepare and submit KYC forms based on information held in files and new information solicited from clients to satisfy frequent requests from registered agents and trustees.
• Update the internal computer system to reflect corporate and client information so that historical and current information is available to all employees with detailed accuracy.
• Support the Director of Compliance in maintaining, updating, and training new hires on the compliance protocols.

Family Office / Corporate Administration and Bookkeeping

• Recordkeeping for corporate administration entities as well as for some private client entities.
• Enter payments received in QuickBooks and trust accounting system; reconcile bank statements.
• Assist with daily transactions and interactions with banks and private equity investments for private clients

Regulatory Reporting

• File appropriate compliance reports with regulatory agencies, independently.
• These include FATCA, CRS, Economic Substance, and basic financial reporting in multiple jurisdictions.
• Research new regulatory requirements, such as the Corporate Transparency Act, to keep abreast of filing deadlines, state-by-state disclosure requirements, and filing formats.
• Synthesize information held in the firm’s files to add to the appropriate forms for submission.
• Preparation of simple financial statements using a template.
• Assist in collecting information required to prepare tax and informational returns;
• Mail returns according to strict office protocols for proper recordkeeping

Administrative

• Communicate with clients and attorneys to obtain required documents.
• Correspond with clients and registered agents regarding documentation requests.
• Coordinate billing requests from the Director of Compliance, such as preparing bills, sending invoices, and making follow-ups to clients.

Electronic and Paper Filing and Document Management

• Set up and manage paper or electronic filing systems, recording information, and updating paperwork.
• Prepare and edit documents including reports and client communications to ensure professional language and formatting.

Job Requirements:

• Preferred Experience: 3+ years of administrative support experience in a Family Office
• Preferred Knowledge or Skills:
• Reading, understanding, and preparing financial statements
• Familiarity with QuickBooks
• Filing of compliance reports with regulatory agencies
• Completing KYC forms and providing documents as requested by registered agents and trustees.
• Experience with international banking transactions
• Spanish and/or Portuguese language skills

Education:

• Bachelor’s (Preferred)

Experience:

• Bookkeeping/QuickBooks: 3 years (Preferred)
• KYC: 3 years (Preferred)
• Family Office: 3 years (Preferred)
• Administrative Support: 3 years (Preferred)
• Compliance Report Filing: 3 years (Preferred)
• International Banking Transactions: 3 years (Preferred)

Salary: $80,000 to $100,000 annually depending on experience