Family Office Manager - Located in Sarasota, Florida in Sarasota, Florida at Bailey Family Office

About the Family Office
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.

Position Summary
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.

• 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.

Required Qualifications

• 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.

Preferred Qualifications

• 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.

This position is located in Sarasota, FL 34242, and is an onsite position. Please submit your resume and a brief cover letter outlining your relevant office management experience and why this position is a good fit for you - "Office Manager - Family Office"