Finance Director (Family Office)

 

Position: Finance Director (Family Office)  

Department:     Aquilini Group Executive Office  

Location:   Vancouver, BC  

Reporting to: Senior Executive 

 

SUMMARY:  

The Finance Director will provide professional support to a Senior Executive within a family office environment by overseeing, organizing and 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, as required) 

Financial Management 

• Responsible for full-cycle accounting and finances for personal business portfolio 
• Oversees budgets for special projects including tracking financial costs-to-date, projections and cash flows, making cash calls and issuing all payments 
• Manages account payables and receivables for multiple properties and entities including cutting and mailing out cheques, tracking and 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 to assist with 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 for additional information, 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, invoices and 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 external counsel and banks 
• Compile all annual tax slips and documents for tax returns, and submit to accountant 
• Assist with audits, as required: 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, as required 

 

REQUIRED EXPERIENCE AND QUALIFICATIONS: 

• Minimum 6-8 years’ directly related work experience and post-secondary education 
• CPA Designation 
• 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 a wide-range of 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 all important issues 
• Ability to relate professionally to all levels of staff and business executives, with a high level of maturity, diplomacy, and a positive demeanor 
• A high level of confidentiality, discretion, loyalty and 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 while remaining focused on the tasks at hand. 
• Self-directed, the ability to work independently and delivers quality work and presentation. 
• Excels in team environments