Personal Finance & Operations Manager

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 financial administration

  • Estate planning documentation requests

  • Banking updates

  • Loan and mortgage tracking

  • Travel expense reconciliation

  • Art, furniture, and luxury asset purchases

• Responsibilities include:

  • Building and maintaining project budgets.

  • Tracking deposits, invoices, payment milestones, and final costs.

  • Monitoring approved budgets versus actual spending.

  • Coordinating financial documentation between vendors and advisors.

  • Maintaining visibility into project cash requirements.

  • Preparing financial summaries for the Principal throughout each project.

Coordination with Financial Advisors

• Serve as the primary financial operations liaison between the Principal and:

  • Ayco

  • Accountants

  • Banks

  • Credit card companies

  • Attorneys

  • Insurance brokers

  • Property managers

  • Household staff

  • Contractors

  • Vendors

Responsibilities include:

• Gathering financial documentation.

• Pulling bank, brokerage, loan, and credit card statements where advisors do not have direct access.

• Providing receipts, invoices, contracts, and supporting documentation.

• Coordinating financial information requests.

• Following up to ensure requests are completed accurately and on time.

Document & Records Management

• Maintain organized digital filing systems for:

  • Bank statements

  • Credit card statements

  • Tax documentation

  • Insurance policies

  • Property records

  • Vendor contracts

  • Closing documents

  • Receipts

  • Invoices

  • Warranties

  • Loan documents

  • Estate planning documentation

  • Ensure all records are organized, current, and easily accessible.

Financial Auditing & Controls

• Regularly audit:

  • Contractor invoices

  • Vendor billing

  • Utility expenses

  • Household spending

  • Property expenses

  • Insurance invoices

  • Subscription services

  • Recurring charges

• Identify:

  • Duplicate payments

  • Billing errors

  • Scope inconsistencies

  • Pricing discrepancies

  • Unexpected increases

  • Missing documentation

  • Unusual spending patterns

  • Recommend corrective actions before payments are made.

Systems & Process Improvement

• Develop systems that improve:

  • Financial organization

  • Budget visibility

  • Vendor management

  • Payment approvals

  • Financial reporting

  • Document management

  • Invoice tracking

  • Property financial administration

  • Continuously identify opportunities to automate, simplify, and improve financial processes.

Measures of Success

• Create complete financial visibility across all personal accounts and properties.

• Build and maintain annual operating budgets for every residence.

• Ensure Quicken is consistently accurate, current, and fully reconciled.

• Establish standardized invoice review and payment approval processes.

• Reduce billing errors, duplicate charges, and unnecessary spending through proactive auditing.

• Improve coordination with Ayco and other financial advisors by providing timely, organized financial information.

• Develop recurring dashboards and reports that provide clear visibility into household spending, property budgets, project costs, and upcoming financial commitments.

• Become the trusted owner of all personal financial operations, allowing the Principal to focus on higher-level priorities with confidence that day-to-day financial administration is being managed accurately and proactively.

What You’ll Need:

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.

• Minimum of 5 years supporting high-net-worth individuals, family offices, executives, or private businesses.

• Strong bookkeeping, financial administration, and budgeting experience.

• Advanced Microsoft Excel and Google Sheets skills.

• Experience using Quicken or similar personal finance software.
  

How You Work:

You must possess exceptional organizational skills, analytical curiosity, and the proactive, financially disciplined capability to work independently while managing multiple priorities, recurring deadlines, and highly confidential financial information with complete discretion. You should be highly organized, solutions-oriented, and comfortable questioning invoices, identifying discrepancies, and following through to turn complex financial data into practical business recommendations within a fast-paced environment while remaining passionate about operational excellence, systems building, and continuous improvement.

What Will Set You Apart:

• Direct experience supporting U.S.-based principals or family offices while managing finances for multiple residential properties.

• Specialized expertise reviewing construction budgets, renovation projects, and vendor contracts.

• Familiarity with household payroll administration and coordinating with wealth advisors, accountants, attorneys, and insurance professionals.

• Practical experience developing financial tracking systems and operational operational dashboards.

About Atticus:

Atticus Advisory Solutions Inc. is a specialized remote staffing and IT offshoring firm based in the Philippines, providing vetted, high-quality Filipino talent to global tech startups, SMEs, and consulting firms, focusing heavily on niche areas like ERP (NetSuite), Accounting and Finance and IT, offering integrated recruiting, upskilling, and HR support to ensure high retention and reliable offshore teams.

Atticus provides a comprehensive solution for international companies to build dedicated, outsourced teams and efficiently scale their technical and administrative capabilities by leveraging skilled Filipino talent, managed with a focus on quality and long-term retention. We ensure the teams perform like extensions of the client’s own operations.

Who We Are:

We are a customer-focused organization that puts people at the heart of everything we do. We believe great outcomes come from strong collaboration, where ideas are openly shared and teamwork is valued.

Our team members are proactive and confident—they take ownership, speak up, and are not afraid to ask questions. We encourage curiosity and continuous improvement, empowering everyone to challenge the status quo and find better ways of working.

We foster a growth mindset, where learning is continuous, feedback is welcomed, and mistakes are seen as opportunities to grow. Here, you are supported to develop your skills, improve processes, and make a meaningful impact.

Why Join Us:

At Atticus Advisory Solutions Inc, we value our employees and provide a positive and collaborative work environment. We offer competitive compensation, benefits, annual leaves, health and medical insurances. Our culture offers flexible working arrangement and opportunities for growth and development.