Family Office Assistant and Bookkeeper Biller (Administrative)

Provide administrative and other support to the family office operations, the family principals as well as to the wider family when necessary
Act as a gatekeeper to the principals, protecting their time, information and exposure
Prepare sophisticated agendas, documentation and minutes/records of meetings as required
Carry out extensive and ever-changing calendar management
Coordinate meetings and calls, often over several time zones
Arrange travel including flights, ground transportation, lodging, dining and other activities
Oversee the maintenance and refurbishment of all properties across multiple locations
Carry out research for the principals and family members
Manage ad-hoc projects as and when required by the family
Maintain philanthropic and other gift records
Maintain strict confidentiality and discretion with all matters relating to personal and office related matters
Manage cross-unit projects, system enhancement testing, and billing inquiries while maintaining thorough documentation of processes and procedures
Reconcile, validate, and assess monthly billing data inputs and outputs to identify process gaps and missed revenue
Activate, validate, and maintain client setup and billing
Process and generate monthly client invoices and associated billing adjustments
Manage cross-unit projects or processes related to billing workflow
Review and verify customer rebate claims, calculate the corresponding rebate amount based on purchase details and contract agreements. Issue payments to eligible customers?

Critical Soft Skills
Excellent written and verbal communication skills to effectively interact with internal teams, clients, and vendors
Elevated level of attention to details and strong organizational skills to manage billing processes accurately and efficiently
Ability to troubleshoot issues, make decisions independently, and address unique process exceptions effectively
Capability to work in a demanding environment, prioritize tasks, and meet deadlines consistently
Commitment to managing sensitive financial information with discretion and maintaining integrity in all aspects of work
Flexibility to adapt to changing business needs, priorities, and technological advancements in billing systems and processes
Experience with billing process workflow required
Experience in managing and resolving billing inquiries and disputes required
Experience managing complex billing scenarios required
Proficient in Microsoft Office Suite, especially Excel (i.e., Vlookup, Hlookup, Pivot tables, Sumif, filter, sort, and conditional formatting)