family office aP Specialist

Position:

We are seeking an exceptional individual to serve as an Accounts Payable specialist (“AP Specialist”) within Maestro’s Family Office Division. The AP Specialist will be responsible for accurate financial processing of transactions. The core accountability of the AP Specialist is to accurately process the annual, quarterly, monthly, semi-monthly, weekly, semi-weekly and/or daily expenses, bills, and invoices for multiple, complex high net worth individuals on a formal and secure bill pay software system. This person works to identify and resolve billing related issues, provides support and research, and answers payment related questions while maintaining a high level of service and discretion. In addition, this person will also participate in report building processes and presentations.

Responsibilities:

The Accounts Payable Specialist will work with the other members of the team to ensure the following tasks are completed:

• Enter all vendor information into the GL system and bill pay platform including name, address, EIN, payment terms, agreements, etc. updating any changes for existing vendors
• Liaison with new and existing vendors to ensure required information is received in a timely manner and to resolve any discrepancies in the information provided
• Scan and file all vendor contracts or agreements into vault system
• Update vendors on new email address for the family to ensure accurate delivery of electronic communication of bills, notices, etc.
• Assemble bills to be paid via hard copy mail, email, or retrieval of information directly from vendor online for scanning and input into bill payment system and family GL
• Enter invoice into bill pay platform and/or GL
• Appropriate proper approvals for payment as per standard operating procedures (“SOP”s) and family’s individual policies and authorizations
• Confirm validity of payment request by reviewing vendor contract, verify with family or designated staff regarding the receipt of product or completion of services
• Verbally confirm new payment instructions for new and existing vendors with Maestro Coordinator
• Proactively resolve potential bill pay issues, update payment instructions, credit card expiration dates, vendor’s change of address etc.
• Process all checks or online payments in accordance with family guidance and procedures
• Develop expertise in the bill pay systems
• Validate transactions in the general ledger system agree with the bill pay system
• Investigate any manual payments made by family and enter in GL system
• Track all payments per due date terms for timely payment processing
• Produce reports for expenses in accordance with guidelines
• Communicate approved and non-approved payments to Relationship Manager
• Maintain and monitor calendar of due dates for recurring online payments and confirm proper payment is made
• Set-up of new services and/or accounts for families; ongoing maintenance of various existing services and accounts in addition to assisting with small projects and generic family matters
• Perform other duties as assigned depending on department and business needs

Skills and Experience for Success:

• Demonstrated attention to detail and accuracy
• Strong computer skills including proficiency in bill pay systems including Bill.com and ATWeb,
• Strong technology skills including PowerPoint, Excel, SharePoint and Teams
• Self-starter who is comfortable multi-tasking
• Excellent verbal, written and communication skills
• Ability to be flexible and respond to varied demands
• High level of integrity and discretion
• Strong organizational, listening and interpersonal skills
• Collaborative team player willing to take on new tasks

Qualifications:

• The ideal candidate for the position must be willing to learn new concepts and ideas.  They must be a hard worker who can anticipate the needs of high-net-worth individuals and be comfortable sharing unique ideas and concepts.
• The ideal experience will include:
  • 2+ years of experience processing detailed accounts payable for multiple engagements
  • Experience researching various expense inquiries
  • Knowledgeable in bill pay software (Bill.com) and Office 365 preferable
  • A bachelor’s degree in accounting or finance preferred

Position Reports to: Relationship Manager Family Office Services

Compensation:

Maestro Family Office offers outstanding compensation packages where you will be rewarded for your experience and recognized for the value you bring to our team of professionals.  Our packages also include discretionary bonus targets, generous retirement plan company matching, medical and dental benefit options and more.  We offer team rotation opportunities, specialized educational courses and seminars, company events, senior mentor programs and community service events.

The position will be based in one of Maestro’s offices: Stamford, CT, Bryn Mawr, PA, or Salt Lake City, UT with minimal travel required.