Family Office Manager - Located in Sarasota, Florida

RACEMARK INTERNATIONAL NA, LLC• Sarasota, FL, US, FL

6d•Onsite

About The Position

We are a small, private family office that oversees approximately 10 residential and commercial properties, as well as a closely held manufacturing business with one plant in the United States and two plants in Europe. We provide a stable, professional, and discreet work environment with long-term continuity and direct interaction with ownership and the CFO. This position is located in Sarasota, Florida. This is an onsite role and is not a remote position. The Office Manager will handle the day-to-day administrative operations of the family office, support the CFO, and coordinate with outside professionals such as the CPA and property/service vendors. This role is ideal for a highly organized, detail-oriented professional who enjoys wearing many hats in a small, low-drama environment. This role will be similar to a Controller role for the family office.

Requirements

3+ years of experience as an office manager, administrative assistant, or similar role.
Proficiency with email, calendar, and standard office software (e.g., Word, Excel, Outlook or Google Workspace).
Comfort with basic bookkeeping support, such as handling invoices and coding expenses.
Strong organizational skills, attention to detail, and follow-through.
High level of discretion and professionalism in handling confidential family and business information.
Excellent written and verbal communication skills.

Nice To Haves

Experience in a family office, real estate, legal, accounting, or small-business environment.
Familiarity with basic accounting or bill-pay software.
Experience coordinating with outside professionals such as CPAs, attorneys, property managers, and financial advisors.
Experience with QuickBooks or similar software.

Responsibilities

Serve as the primary point of contact for the Family Office, managing phones, mail, email, visitors, and vendors.
Maintain calendars, schedule meetings, and coordinate occasional travel and appointments for principals and senior staff.
Organize, file, and maintain both paper and digital records, including property documents, contracts, leases, insurance policies, and corporate records.
Assist with bill processing by collecting invoices, coding expenses, and preparing payment batches for the bill-paying company.
Track recurring due dates (utilities, insurance, property taxes, HOA fees, subscriptions) to ensure timely and accurate payments.
Coordinate with property managers, contractors, and service providers to schedule maintenance, repairs, and regular services for all properties.
Support the CFO by gathering documents and information needed for financial reporting and periodic reviews.
Prepare and organize information for the CPA, including tax-related documents and signature packets.
Monitor office supplies, manage vendor relationships for office services, and coordinate basic IT support with external providers.
Maintain a professional, organized, and confidential office environment.