Chief Administrative Officer

1 month ago

St Petersburg, United States Tomcat Family Office Full time

Company Description


Tomcat Family Office is a one person office adminstration center for multiple trusts, family limited partnerships, passive limited partnerships, holding companies, project SPVs, aircraft, residences and associated staff and professional relationships.


Role Description


This is a full-time on-site role as Family Office Manager based in St. Petersburg, Florida. The FAO will lead the accounting, administrative and financial activities of the TFO. The FAO will be responsible for all day-to-day administrative, cash, accounting, tax and financial reporting requirements for the TFO. We are looking for an individual who is comfortable working in a hands-on role. The role ranges in complexity from CFO managing a diverse and substantial investment company to personal assistant and family counselor.

Key responsibilities will include:

• All accounting and record-keeping functions including general ledger entries, chart of accounts, capital calls, A/R, A/P, bank accounts, credit cards, cash-flow projections, funds management, payroll, expenses, depreciation, cost and expense control, financial reporting, and ensuring the Family Office entities are current, organized and in compliance with statutory requirements.

• Accurate and timely reporting of the books and records for investments, purchases, and operating expenses including year end reporting and coordination with external tax advisor for tax return preparation.

• Preparation & review of monthly financial reports for multiple entities including cash flow statements and projections.

• Maintain proper documentation for investments and loans including capital calls and distributions, and preparation and analysis of investment performance reports.

• Manage the interactions with banks, fund managers, tax advisors, attorneys, and other outside consultants.

• Manage daily cash and debt activity, bill pay, and bank accounts, maintain TFO documentation, legal agreements, contracts and filing of annual reports.

• Ensuring that all entities, assets, and investments are in compliance with local, state and federal laws and regulations.

• Maintain insurance policies ensuring timely annual reviews and updates.

• Aircraft recordkeeping functions including FAA and Customs documentations, aircraft usage reports, state sales and use tax filings, and monthly reporting.

• Oversee personal residences, property managers and staff including maintenance, supplies and property taxes.

• Develop and implement policies and procedures while identifying areas for process improvements and automation.

• Provide Human Resources support for recruitment and onboarding of staff, payroll input and processing, quarterly insurance premiums and year-end tax form processing.

• Other special projects as needed.


Qualifications


Required Skills & Experience:

• Proven experience as a Chief Administrative Officer or similar management role incorporating an understanding of financial and business transactions.

• Strong leadership and management skills

• CPA is strongly preferred

• Bachelors in Accounting or Business Administration qualification with 5+ years of relevant experience. A Master’s Degree in Accounting or Business is a plus.

• Family office, private equity, private banking or multi-entity accounting preferred.

• Demonstrated excellent communication, detail oriented, strong analytical and problem-solving skills.

• Must be a motivated self-starter with the aptitude to think and work independently.

• Excellent organizational skills, able to handle multiple projects simultaneously and manage shifting priorities and deadlines.

• Experience working directly

• Proficient with QuickBooks or similar accounting software, Microsoft Office Suite with advanced Excel skills.

• Referenceable track record of integrity, trust and maintaining and protecting highly sensitive and confidential information

Aspirational Duties:

• Serve as strategic thought partner to the Principal, developing goals and priorities for the TFO, overseeing and coordinating all administrative, fiduciary, legal, tax and compliance matters.

• Develop and maintain financial planning functions including investment performance reports, cash flow management, budgets, forecasting, and period analysis of budget to actual results

• Understand the Principal’s investment objectives; oversee management of existing investment portfolios by outside investment advisors/managers.

• Conduct investment reviews and diligence investment documents, review projections, and evaluate investment proposals and provide recommendations. Act as a sounding board for the Principal for new and continuing investment opportunities.

• Faciltate the review, evaluation and negotiation of personal, business and investment contracts for TFO and coordinate legal work performed by outside counsel.

• Assume critical senior advisor role. Effectively serve as a sounding board and thinking partner to support the Principal in assessing opportunities and risks and in evaluating alternatives to facilitate informed decisions; advise in matters such as contracts, legal and compliance responsibilities, and financial management.

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