Department:
Private Family Services of Oxford™
Reports To:
Senior Director, Client Service
FLSA Status:
Exempt
POSITION SUMMARYThe Manager, Private Family Services of Oxford™ manages comprehensive household management and bookkeeping services for clients and client families including bill pay services, balance sheets, family/charitable entity bookkeeping and financial reporting. Provides strategic vision and develops service roadmaps that anticipate UHNW client needs and position Oxford as a premier partner for UHNW families. Directs and oversees administration of concierge services, including travel arrangements, home office organization, filing and correspondence with clients and client's CPA's and attorneys regarding personal tax matters and/or estate matters. The Manager will lead and coach the PFS team to ensure consistent delivery of the Oxford experience and promotes PFS services to internal colleagues and Managing Directors.
DUTIES & RESPONSIBILITIES Private Family Services (PFS) Leadership
- Directs and oversees the work of PFS staff members, including team training and issue resolution
- Conducts reviews and coaches PFS staff on both technical competency and strategic thinking, providing actionable feedback that drives professional development
- Recommends PFS staffing and compensation decisions based on client complexity and needs, team capacity and long-term growth objectives
- Ensures consistent implementation of PFS process and procedures
- Provides regular feedback to the Senior Director, Client Service regarding team needs, capacity, challenges and service expansion opportunities
- Fosters a culture of innovation and continuous improvement, encouraging the team to challenge existing processes and propose solutions that enhance service delivery
- Collaborates with MD regarding proposals for prospective clients
- Serves as liaison for PFS group to all Oxford departments, while promoting PFS services
- Provides coverage for PFS associates during absences
- Serves as escalation point and technical resource for complex client scenarios, coaching team through sophisticated accounting challenges and modeling problem-solving approaches
- Builds team technical capabilities through structured training programs, knowledge-sharing sessions, and hands-on mentoring in advanced topics including complex trust accounting, multi-entity bookkeeping, consolidated financial statement preparation, and family foundation accounting
- Identifies and develops future leaders within the team, creating succession planning pathways and leadership development opportunities
Strategy, Process Innovation & Technology Leadership
- Provides strategic vision and develops multi-year service roadmaps for PFS that anticipate UHNW client needs and position Oxford as a market-leading provider
- Evaluates and implements technology solutions that enhance accounting efficiency, reporting capabilities and service delivery
- Designs scalable workflows and standard operating procedures that accommodate increasing client complexity while maintaining quality control
- Ensures data security and confidentiality protocols protect sensitive family financial information across all systems and processes
Financial Reporting, Multi-Entity Accounting & Oversight
- Audits invoices, executes bill payment and reconciliation timely
- Prepares and reviews certain entity-level financial statements, cash-flow and budget reports
- Produces comprehensive reporting packages and bill pay summaries
- Coordinate with Client Services and advisors on ownership records and transactions
Tax Coordination & Compliance
- Processes quarterly and annual tax payments for individuals, entities and trusts, objections and coordinating projections and payments with CPAs
- Compiles reports listing all tax-related expenses (e.g. charitable contributions, tax payments, etc.)
- Sources tax data from client (e.g. 1099s, K-1s, brokerage statements, property tax bills etc.) and organizes all source documents
- Provides all tax information to CPA
Client Service & Relationship Management
- Handle client communications and resolve complex issues with internal Oxford team and advisors
- Oversee concierge services (travel, property and household coordination) and maintain relationship/contact databases
Administrative Tasks
- Submits TimeTracker entries timely and accurately
- Attends team, firm and various required internal meetings
Performs other duties as needed
QUALIFICATIONS- Bachelor's degree in accounting, business administration or related field, CPA or MBA preferred and a minimum of 5 years of relevant work experience such as accounting or private family office
- 3+ years' experience managing day-to-day delivery of team objectives, including setting priorities, assigning tasks, monitoring progress, and ensuring the team met performance expectations
- Demonstrated team management skills; including recruiting, onboarding, and staff development; conducted performance reviews and implemented individual development plans
- Strong strategic thinking, decisive problem-solving, stakeholder influencing, conflict resolution and change leadership
- Strong project management skills, with the ability to build, maintain and execute detailed work plans
- Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders.
- Proficient with Microsoft Office (including Excel); comfortable learning and using role-specific systems (CRM, project-management, reporting tools)
- Highly organized and detail-oriented; able to manage multiple priorities, tasks and deadlines concurrently
- Proven analytical and problem-solving skills with ability to produce accurate, data-driven work
- Professional demeanor with an uncompromising respect for discretion and confidential matters
- Able to work both independently and as part of cross-functional teams; demonstrated ability to execute projects or workstreams and follow through to completion
WORKING CONDITIONS - Frequent travel to the Indianapolis office, twice monthly
- Long periods of sitting utilizing a computer
- Onsite full-time in office location
