Position: Finance Director(Family Office)
Department: Aquilini Group Executive Office
Location: Vancouver, BC
Reporting to: Senior Executive
SUMMARY:TheFinance Directorwill provide professional support to a Senior Executivewithin afamily office environmentby overseeing,organizingand managing a wide range of personal and company financial, tax and stock accounts, ensuring efficient and smooth business operations in a challenging and fast paced environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES:(other duties may be assigned, asrequired)
Financial Management
- Responsible for full-cycle accounting and finances for personal business portfolio
- Oversees budgets for special projects including tracking financial costs-to-date,projectionsand cash flows, making cashcallsand issuing all payments
- Manages account payables and receivables for multiple properties and entities including cutting and mailing out cheques,trackingand recording payment information
- Ensures invoices and expenses are tracked and filed accordingly
- Calculates and tracks adjusted costs bases for various securities holdings across multiple accounts for multiple entities
- Ensures monthly data from various bank and securities statements are recorded in accounting system, reconciles data, and keeps a general ledger for multiple entities
- Creates monthly, quarterly, and annual financial statements
- Tracks and records loan interest payments
- Prepares back up documents and financial statements for annual tax filings for multiple entities
- Works with external accounting firm toassistwith preparation of tax returns for multiple entities
- Meets as needed with executives to present and review financials
- Download all monthly bank and securities account statements and organize for bookkeeper
- Respond to bookkeeper requests foradditionalinformation, supporting documents, etc.
- Issue and track POs for all property costs, purchases, etc.
- Track invoices coming in for property managers' sign off
- Process payments for credit cards,invoicesand bills
- Liaise with institutions on trade orders for stocks
- Handle private placement stock buys
Tax Management
- Oversee all restructuring and asset transfers: liaise with tax lawyers, in-house counsel, bookkeeper, Accountants, other externalcounseland banks
- Compile all annual tax slips and documents for tax returns, andsubmitto accountant
- Assistwith audits, asrequired: review expense account for errors, provide corrections
- Oversee tax structure and ensure all transactions go through proper entities with correct back up
- Maintain database of all assets, including nominal and beneficial owners
Loans & Financial Reporting
- Track and monitor BAs, SOFRs and revolving loans, look for opportunities to combine loans, pay off lines with cheaper debt; transfer cash to cover interest
- Prepare all financials and corporate records for new loans and all annual loan reviews
- Renew all maturing term loans, pay down from time to time
- Review all loan documents related to new loans, annual reviews ensure financial terms are correct
- Prepare daily financials and cash flow projections
- Cash management: monitor and reconcile all dividends, interest, and other expenses, ensuring cash is moved between accounts to cover cash needs, transferring dividends from all stock accounts
- Reconcile all account activity and pending expenses; make recommendations for trust distributions
- Track all sells and buys and YTD capital gains/losses
- Transfer funds between entities for quarterly loans, ensure they are repaid when due
- Liaise with banks for cash transfers, drafts, wires, reports, tax docs, etc.
- Draw loans to cover settlement on trades
- Send wires for cross-border and large payments
- Open new bank accounts, asrequired
REQUIRED EXPERIENCE AND QUALIFICATIONS:- Minimum 6-8 years'directly relatedwork experience and post-secondary education
- Experience providing support to a senior level executive of a large business entity, with a focus on financial matters
- Highly professional, organized, meticulous, and extremely detailed oriented with an ability to prioritize assigned duties
- A positive approach to completing awide-rangeof financial administrative tasks from junior to senior level
- A self-starter with a confident, can-do attitude
- A good communicator who will keep executive updated on allimportant issues
- Ability to relate professionally to all levels of staff and business executives, witha high levelof maturity, diplomacy, and a positive demeanor
- A high levelof confidentiality, discretion,loyaltyand respect is essential
- Professional personal presentation and excellent verbal communication skills and telephone etiquette
- Strong computer literacy with experience in the use of MS Office programs
- Must be available outside regular office hours to handle issues as they arise
- Ability to naturally remain calm during stressful periods whileremainingfocused on the tasks at hand.
- Self-directed, the ability to work independently and delivers quality work and presentation.
- Excels in team environments
