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Work Arrangement / Work Shift: Remote | 9:30 AM to 5:30 PM EST Role Overview: We are seeking a highly organized, analytical, and proactive Personal Finance & Operations Manager to oversee the day-to-day financial administration of a private principal and multiple real estate properties. Working closely with the Principal, wealth advisors, accountants, attorneys, banks, household staff, property managers, contractors, and other trusted advisors, this individual will ensure that all personal financial matters are organized, accurate, and executed with exceptional attention to detail. This role focuses on the operational execution, financial organization, budgeting, reporting, and project coordination that supports those professionals. What You’ll Be Doing: Personal Financial Administration Manage all personal bill payments and payment schedules. Review invoices for accuracy before payment. Coordinate payment approvals with the Principal. Ensure all bills are paid accurately and on time. Maintain payment calendars and recurring obligations. Organize and maintain digital financial records and supporting documentation. Maintain complete visibility into outstanding liabilities and upcoming payment obligations. Banking, Credit Card & Cash Management Audit all personal credit card and bank account activity. Review transactions for accuracy, duplicate charges, fraud, unauthorized expenses, and billing errors. Investigate discrepancies directly with financial institutions and vendors. Monitor recurring subscriptions and memberships. Reconcile account balances monthly. Track cash movement across personal accounts. Prepare summaries of major spending activity. Monitor available liquidity and upcoming cash requirements. Quicken Administration Maintain the Principal's Quicken file as the primary personal financial management system. Ensure all transactions are accurately categorized. Perform monthly reconciliations. Verify balances against bank and credit card statements. Maintain historical financial records. Generate financial reports for the Principal and external advisors as requested. Budgeting & Property Financial Management Develop and maintain annual operating budgets for each residence, including: Property maintenance Landscaping Household payroll Utilities Security Insurance Property taxes Repairs Furnishings Capital improvements Seasonal operating expenses Responsibilities include: Monitoring actual spending versus budget. Updating forecasts throughout the year. Identifying potential budget overruns. Preparing recurring property budget reports. Supporting long-term capital planning. Vendor & Contract Financial Management Review vendor contracts, proposals, estimates, and invoices. Compare revised scopes of work against original agreements. Evaluate the financial impact of change orders and project revisions. Track deposits, retainage, payment schedules, and contract balances. Ensure vendor invoices align with contracted pricing and approved work. Maintain comprehensive vendor payment trackers. Identify billing discrepancies and cost overruns before payment. Financial Reporting Prepare recurring reports including: Monthly spending summaries Cash requirement schedules Outstanding liabilities Upcoming payment calendars Property budget reports Capital project budgets Vendor payment reports Household operating expense summaries Year-to-date spending reports Budget versus actual analyses Financial Operations & Special Projects Serve as the financial operations lead for major personal initiatives, including: Home renovations Interior design projects Landscaping projects Real estate purchases and sales Vehicle purchases Major household purchases Insurance renewals Household staffing f