Bill Pay & Gift Coordinator

Responsibilities

• Lead client bill payments, disbursements, and transfers, ensuring all transactions comply with firm protocols and approval procedures.
• Verify available funds before executing payment requests.
• Organize vendor payments and update relevant account information, including contact details.
• Oversee the annual assent process with meticulous attention to detail.
• Manage annual exclusion gifting, process gift transactions, and prepare quarterly letters.
• Administer multiple payrolls and checking accounts, ensuring accuracy and timeliness.
• Reconcile cash flows and resolve uncashed check inquiries efficiently.
• Support with charitable donation payments and coordinate related documentation.
• Collaborate closely with the Financial Manager on gifting spreadsheets, deposits, and other financial projects.
• Provide backup reception duties: answer calls, greet visitors, and cover phone forwarding as needed.
• Contribute to ad hoc trust administration activities and other projects as required.

Requirements

• 10-15 years of relevant experience in bookkeeping, accounts payable, gifting administration, and vendor coordination.
• Prominent record of delivering precise work with exceptional attention to detail.
• Advanced proficiency in Excel, along with familiarity with Microsoft Office, and MS Access.
• Trust accounting experience is preferred.
• Strong communication skills, both written and verbal, with internal teams, clients, and vendors.
• Discretion in handling confidential personal and financial information.
• Service-minded with solid judgment, critical thinking, and a flexible, collaborative approach.
• Excellent organizational and time-management skills to prioritize work and meet deadlines independently.
• Interest in a long-term, family office environment; family office experience is a plus.
• Willingness to work additional hours as needed to accommodate urgent or seasonal demands.