Personal Finance & Operations Manager(HNWI)
Description
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
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Manage all personal bill payments and payment schedules.
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Review invoices for accuracy before payment.
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Coordinate payment approvals with the Principal.
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Ensure all bills are paid accurately and on time.
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Maintain payment calendars and recurring obligations.
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Organize and maintain digital financial records and supporting documentation.
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Maintain complete visibility into outstanding liabilities and upcoming payment obligations.
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Maintain confidentiality and discretion when handling sensitive personal and financial information.
Banking, Credit Card & Cash Management
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Audit all personal credit card and bank account activity.
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Review transactions for accuracy, duplicate charges, fraud, unauthorized expenses, and billing errors.
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Investigate discrepancies directly with financial institutions and vendors.
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Monitor recurring subscriptions and memberships.
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Reconcile account balances monthly.
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Track cash movement across personal accounts.
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Prepare summaries of major spending activity.
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Monitor available liquidity and upcoming cash requirements.
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Coordinate with financial advisors and banking partners as needed regarding personal financial accounts.
Quicken Administration
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Maintain the Principal's Quicken file as the primary personal financial management system.
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Ensure all transactions are accurately categorized.
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Perform monthly reconciliations.
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Verify balances against bank and credit card statements.
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Maintain historical financial records.
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Generate financial reports for the Principal and external advisors as requested.
Budgeting & Property Financial Management
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Develop and maintain annual operating budgets for each residence, including:
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Property maintenance
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Landscaping
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Household payroll
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Utilities
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Security
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Insurance
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Property taxes
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Repairs
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Furnishings
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Capital improvements
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Seasonal operating expenses
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Monitor actual spending versus budget.
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Update forecasts throughout the year.
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Identify potential budget overruns.
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Prepare recurring property budget reports.
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Support long-term capital planning.
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Track financial activity across multiple residences and properties.
Vendor & Contract Financial Management
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Review vendor contracts, proposals, estimates, and invoices.
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Compare revised scopes of work against original agreements.
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Evaluate the financial impact of change orders and project revisions.
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Track deposits, retainage, payment schedules, and contract balances.
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Ensure vendor invoices align with contracted pricing and approved work.
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Maintain comprehensive vendor payment trackers.
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Identify billing discrepancies and cost overruns before payment.
Financial Reporting
Prepare recurring reports including:
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Monthly spending summaries
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Cash requirement schedules
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Outstanding liabilities
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Upcoming payment calendars
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Property budget reports
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Capital project budgets
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Vendor payment reports
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Household operating expense summaries
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Year-to-date spending reports
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Budget versus actual analyses
Financial Operations & Special Projects
Serve as the financial operations lead for major personal initiatives, including:
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Home renovations
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Interior design projects
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Landscaping projects
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Real estate purchases and sales
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Vehicle purchases
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Major household purchases
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Insurance renewals
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Household staffing financial administration
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Estate planning documentation requests
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Banking updates
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Loan and mortgage tracking
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Travel expense reconciliation
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Art, furniture, and luxury asset purchases
Responsibilities include:
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Building and maintaining project budgets.
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Tracking deposits, invoices, payment milestones, and final costs.
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Monitoring approved budgets versus actual spending.
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Coordinating financial documentation between vendors and advisors.
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Maintaining visibility into project cash requirements.
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Preparing financial summaries for the Principal throughout each project.
Coordination with Financial Advisors
Serve as the primary financial operations liaison between the Principal and:
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Ayco
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Accountants
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Banks
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Credit card companies
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Attorneys
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Insurance brokers
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Property managers
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Household staff
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Contractors
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Vendors
Responsibilities include:
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Gathering financial documentation.
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Pulling bank, brokerage, loan, and credit card statements where advisors do not have direct access.
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Providing receipts, invoices, contracts, and supporting documentation.
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Coordinating financial information requests.
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Following up to ensure requests are completed accurately and on time.
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Supporting the Principal's broader personal wealth management and financial administration activities.
Document & Records Management
Maintain organized digital filing systems for:
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Bank statements
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Credit card statements
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Tax documentation
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Insurance policies
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Property records
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Vendor contracts
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Closing documents
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Receipts
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Invoices
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Warranties
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Loan documents
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Estate planning documentation
Ensure all records are organized, current, secure, confidential, and easily accessible.
Financial Auditing & Controls
Regularly audit:
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Contractor invoices
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Vendor billing
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Utility expenses
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Household spending
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Property expenses
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Insurance invoices
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Subscription services
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Recurring charges
Identify:
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Duplicate payments
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Billing errors
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Scope inconsistencies
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Pricing discrepancies
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Unexpected increases
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Missing documentation
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Unusual spending patterns
Recommend corrective actions before payments are made.
Systems & Process Improvement
Develop systems that improve:
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Financial organization
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Budget visibility
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Vendor management
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Payment approvals
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Financial reporting
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Document management
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Invoice tracking
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Property financial administration
Continuously identify opportunities to automate, simplify, and improve financial processes.
Measures of Success
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Create complete financial visibility across all personal accounts and properties.
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Build and maintain annual operating budgets for every residence.
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Ensure Quicken is consistently accurate, current, and fully reconciled.
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Establish standardized invoice review and payment approval processes.
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Reduce billing errors, duplicate charges, and unnecessary spending through proactive auditing.
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Improve coordination with Ayco and other financial advisors by providing timely, organized financial information.
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Develop recurr