Role Overview
This role provides comprehensive accounting, administrative, HR coordination, IT liaison, and operational support within an office-based family office environment. The position ensures structured internal operations, financial accuracy, regulatory readiness, and continuous process enhancement across corporate and investment-related activities.
Administrative Responsibilities
- Manage all forms of business correspondence, including emails, phone calls, postal mail, and internal documentation, maintaining strict confidentiality and professionalism.
- Coordinate executive calendars, meetings, appointments, and business travel arrangements.
- Organize and maintain structured physical and digital filing systems to ensure accurate record-keeping and audit readiness.
- Prepare reports, presentations, meeting agendas, and minutes as required.
- Coordinate with external vendors, consultants, and service providers supporting office operations.
- Provide general administrative and ad-hoc operational support across the office.
Accounting & Budget Oversight
- Manage end-to-end accounts payable (AP), including invoice verification, approval coordination, payment scheduling, and proper documentation.
- Maintain budget tracking reports and provide oversight on expense allocations, highlighting variances and cost overruns to management.
- Ensure compliance with internal financial controls and documentation standards.
Human Resources & Team Engagement
- Facilitate onboarding and offboarding processes, including workspace setup, orientation, and clearance.
- Organize staff engagement initiatives and employee welfare programs.
- Collaborate with other administrative and professional staff to ensure seamless office operations.
IT Coordination & Systems Support
- Act as liaison with external IT vendors for system setup, maintenance, troubleshooting, and upgrades.
- Provide first-level troubleshooting for basic hardware, software, connectivity, and user access issues.
- Coordinate procurement, setup, and inventory management of office IT equipment and digital assets.
- Support onboarding of new digital systems, accounting platforms, and cloud-based tools.
- Maintain organized and secure digital document management practices in line with data protection standards.
Strategic Projects & Process Improvement
- Support strategic initiatives and operational improvement projects assigned by management.
- Identify and recommend process enhancements to strengthen internal controls, efficiency, and reporting accuracy.
- Develop and document standard operating procedures (SOPs) to formalize workflows.
- Assist in system transitions, automation initiatives, and reporting optimization.
Skills & Competencies
- Strong organizational and multitasking capability in a structured office environment.
- Working knowledge of basic accounting principles and financial documentation.
- Proficiency in office productivity software and accounting systems (e.g., Microsoft Office Suite, QuickBooks, or similar platforms).
- Basic technical aptitude for IT coordination and troubleshooting.
- High level of discretion, professionalism, and integrity.
- Strong written and verbal communication skills.
- Proactive and detail-oriented with the ability to operate independently.
Overall Purpose
This office-based Administrative, Accounting & Operational Support role ensures disciplined financial management, structured HR administration, reliable IT coordination, and efficient day-to-day operations within the family office. The position contributes to governance standards, internal control integrity, and operational continuity in a professional corporate setting.
