Family Office Manager

MAXX Properties•Town/Village of Harrison, NY

12h•Hybrid

About The Position

We have an exciting opportunity at Maxx Properties for a Manager of Family Office based in our NY Corporate Office located in Purchase. This role is ideal for a highly organized and proactive professional who thrives in a dynamic environment and is committed to delivering exceptional service. The Manager of Family Office will play a key role in supporting the family’s overall operations with professionalism, attention to detail, and a solutions-oriented mindset. Maxx Properties: Our Story Established in 1936, we have served our communities for 90 years while providing an unparalleled level of service to our residents. In 1936, Max Wiener and his son, Ralph, founded what would eventually become MAXX Properties with the purchase of a 48-unit apartment building in Brooklyn, New York. Today, MAXX Properties owns and manages multifamily apartment communities in seven states nationwide. The portfolio includes 35+ communities consisting of over 9,000 owned multifamily units in seven states across the country. THE ROLE The Manager of Family Office serves as a trusted strategic partner and extension of the Family Office and Co-Chairman, operating at the intersection of executive leadership, operational excellence, and financial stewardship. Embedded within the operating company, this role navigates seamlessly between family priorities and corporate infrastructure, ensuring alignment, clarity, and momentum across initiatives. As the primary point of contact for the Family Office, the Manager manages complexity with discretion, engages confidently with executive leadership and external partners, and anticipates needs with precision. Reporting directly to the Co-Chairman, this individual acts as a force multiplier for the ownership group of Maxx Properties, bringing strong judgment, financial literacy, and a commitment to continuous improvement across administrative and financial functions, while upholding the highest standards of confidentiality and professionalism. This role offers a unique opportunity to operate within a company, defined by an exceptional culture and a legacy of over 85 years, surrounded by individuals who take pride in that history while continuing to build for the future. The ideal candidate will value a strong in-person presence to build trust and effectiveness, with the maturity and judgment to eventually design a flexible schedule that incorporates remote work where appropriate.

Requirements

7–10 years of experience as an assistant, accountant, or administrator in a family office, accounting firm, or trust administration department
Prior experience in a family office, private office, or executive support role at a senior level
Exposure to accounting functions, trust structures, and financial reporting
Experience working closely with senior executives or principals
Familiarity with QuickBooks, Concur, and standard financial reporting practices
Bachelor’s, Associate’s, or Certificate in accounting, bookkeeping, or a related field
Exceptional discretion and confidentiality with sensitive personal information
Comfortable using basic AI tools (e.g., ChatGPT, Microsoft Copilot) to enhance productivity
Notary license or willingness to obtain one

Nice To Haves

Experience with Yardi or QuickBooks preferred; willingness to learn Yardi

Responsibilities

Act as a proxy for the Family Office and Co-Chairman in internal and external interactions
Ensure alignment of initiatives with family priorities, values, and long-term objectives
Serve as a liaison between the Family Office and operating company leadership (including CFO and executive team)
Prepare briefing materials, talking points, and follow-ups for key meetings
Manage sensitive communications with a high degree of discretion and professionalism
Own calendar management with a focus on prioritization, efficiency, and long-term planning
E-mail oversight and calendar management, inclusive of coordinating meetings and appointments
Coordinate domestic and international travel arrangements for ownership and related parties
Coordinate domestic and international travel with strong judgment on logistics, timing, and Manager efficiency
Expense reporting for credit cards via Concur
Maintain strong organizational systems, including disciplined folder and file management
Maintain clear availability tracking and communication to ensure efficient scheduling and responsiveness
Continuously improve administrative systems, workflows, and tools to enhance effectiveness
Anticipate needs and proactively solve problems before they arise
Manage special projects and cross-functional initiatives on behalf of the Co-Chairman
Implement best-in-class processes for information flow, task tracking, and decision support
Oversee payment of bills, including life insurance premiums, tax payments, and distributions
Initiate and review wire transfers with strict adherence to internal controls and fraud prevention protocols
Reconcile bank accounts and maintain general ledgers for multiple family trusts
Collaborate with the operating company CFO to produce regular financial reporting, including: Balance sheets, Income statements, Vendor ledgers
Support preparation of annual budgets and ongoing financial planning
Reconcile K-1s to balance sheets and ensure accuracy across reporting
Manage basic cash flow activities, including account sweeps and liquidity planning
Utilize and maintain financial systems such as QuickBooks and Concur

Benefits

17 days PTO to start, increasing annually (up to 25 days)
7 days Sick & Safe leave (with generous carryover options)
Comprehensive health benefits package
Tuition reimbursement (up to $2,500/year for industry and work-related certifications)
Up to $750/year toward children’s education or extracurriculars
$500 employee referral bonus
Recognition programs
Wellness programs
Gym Reimbursement
MAXX Match Program