Director of Operations

Description: Location: Remote (U.S.-based), with periodic travel to Monterey County, California, for on-site working sessions.

Position Summary

Professional Tribe LLC ("ProTribe")

is the family office for a multi-entity enterprise spanning investments, trusts, real estate, and operating companies in agriculture. The Director of Operations is the enterprise's internal operations and administration lead — the person who makes sure every tax payment, filing, legal record, lease, and bank transaction happens on time, is documented, and is done right.

The role brings in-house a function currently performed by an outsourced CFO/controller firm: the compliance and payment calendar across 40+ legal entities, legal and insurance records, treasury scheduling and bill-pay workflow, real estate support, and trusted executive support to the Principal.

This is a back-office control seat, not an investment seat. The right candidate is intellectually curious, learns the why behind every process, writes things down, and handles external service providers — CPAs, corporate bankers, estate planners — competently and with discretion.

Essential Duties & Responsibilities

Estate Planning, Legal Entity & Insurance Administration

• Own and maintain the Estate Planning Map — the master picture of the family's trusts and entities: who owns what, how funds flow between them, and who the trustees and beneficiaries are. Keep it current as entities are formed, restructured, or dissolved, so the Principal, estate planners, and CPAs all work from one accurate version.
• Maintain the estate planning file behind the map: trust instruments and amendments, ownership records, and beneficiary records.
• Coordinate with estate planners and CPAs on restructurings: gather documents, track action items and signatures, and carry each change through to updated records and an updated map.
• Maintain corporate records across 40+ entities: operating agreements, minute books, amendments, EINs, and good-standing status.
• Manage state filings, registered-agent relationships, annual reports, and entity formations and dissolutions, coordinating with outside counsel as needed.
• Administer the enterprise insurance program: policy renewals, certificates of insurance, coverage reviews, claims coordination, and broker relationships.
• Organize and maintain contract files; track key terms, renewal dates, and obligations across entities.
• Maintain diligence-ready documentation to support audits, financings, and transactions.

Accounting, Tax & Compliance Administration

• Oversee the monthly close prepared by our outside accounting firm, and review and deliver the monthly P&L, balance sheet and cash flow statements to the Principal.
• Own the enterprise tax payment function: property tax payments (35+ assessments across five counties), federal and state estimated and extension payments, and trustee payments — tracked, funded, executed, and confirmed on time, every time.
• Own and maintain the centralized compliance and operational calendar across all entities: filing deadlines, license renewals, registrations, reconciliation cadences, and reporting dates.
• Coordinate annual tax return processes with external CPAs, including information requests, extension tracking, and payment execution; support the Investment Associate on collecting and delivering investment K-1s to the CPAs as needed.
• Administer vendor tax compliance: W-9 collection and 1099 preparation and filing coordination.
• Map property tax assessments to owning entities; manage county-level filings and corrections.
• Coordinate with the Operating Company Controller to maintain depreciation and fixed-asset schedules and to work with CPAs on return support across family office and operating entities.

Real Estate & Operating Company Support

• Support the Director of Real Estate on lease administration, tenant communications, property-level payables, insurance, and property tax for the real estate LLCs.
• Serve as the family office's operational interface to the enterprise's operating companies in agriculture: intercompany billing, shared compliance items, and coordination with their accounting teams.
• Support obligations that span family office and operating entities, including property tax assessment transfers, expense allocations, and cross-entity reimbursements.

Executive Support to the Principal

• Provide direct executive support to the Principal: calendar, correspondence, meeting preparation, travel, and disciplined follow-through on action items.
• Prepare and organize materials for family, advisor, and operating company meetings; capture decisions and track them to completion.
• Handle personal administrative matters for the Principal and family with absolute discretion.
• Act as a traffic controller for the Principal's desk: triage inbound requests, route items to the right owner (Chief Investment Officer, Investment Associate, Director of Real Estate, external advisors), and make sure nothing drops.

Treasury, Banking & Payment Oversight

• Own the enterprise payment schedule: ensure every recurring and one-off obligation — bills, taxes, intercompany settlements, capital calls — is scheduled, approved, executed, documented, and filed on time. The Investment Associate is the primary executor of wires and transfers; this role sits one level up, making sure nothing is missed.
• Oversee the bill-pay and accounts payable workflow across family office entities: invoice intake, approval routing, payment scheduling, and recordkeeping; serve as operational backup on execution.
• Maintain documented verification and callback protocols for wires and transfers.
• Support lines of credit administration: draws, paydowns, and coordination of covenant reporting with operating company finance teams.
• Prepare and reconcile intercompany settlements on their documented cadence; be the operational backup for capital call payments in coordination with the Investment Associate.
• Work alongside the Investment Team to monitor operating cash positions to ensure obligations are funded; flag shortfalls and anomalies early.

Process, Documentation & Systems

• Support the Investment Associate on Masttro, the family office operating platform: keep entity and ownership records and the document vault current as entities are formed, restructured, or dissolved, and flag data issues to the Investment Associate. Platform administration, reporting data integrity, and custodian/provider connectivity remain with the Investment Associate.
• Document and maintain standard operating procedures for every recurring process this role owns; the goal is a function that runs on written SOPs, not institutional memory.
• Jointly administer the team operational calendar and task-management systems with the Investment Associate; keep the entity document library organized, current, and diligence-ready.
• Work in QuickBooks across entity files as needed: journal entry support, bank reconciliations, and close-support items in coordination with external accountants.
• Identify and propose process improvements — this is an institutionalization mandate, not a caretaker role.

Requirements: * Bachelor's degree in accounting, finance, business administration, or a related field; paralegal certification, CPA track, or legal operations background a plus. * 4–8 years of experience in accounting, back-office operations, legal or entity administration, or fiduciary administration — ideally in a family office, trust company, law firm, fund administrator, RIA, or multi-entity private business. * Experience at an RIA, multi-family office, or single-family office strongly preferred, including working directly with custodians on account administration and money movement. * Hands-on intercompany accounting experience across multiple entities: intercompany billing, settlements, reconciliations, and cost allocations. * Demonstrated experience managing compliance calendars, tax payments, or entity records across multiple legal entities. * Proficiency in QuickBooks and Excel; comfort learning new systems (task management, document portals, banking platforms); experience with AI tools such as Claude is a plus. * Working literacy in trust and partnership structures (K-1s, grantor vs. non-grantor basics) strongly preferred. * Polished written and verbal communication; able to represent the office credibly with CPAs, bankers, attorneys, and executives without supervision. * Intellectually curious: wants to understand how the enterprise fits together, asks why, and reads the documents. * High integrity and absolute discretion with sensitive family, financial, and legal information. * Self-directed and reliable in a remote setting, with exceptional organization, attention to detail, and follow-through.

Physical Activities

While performing the functions of this job, the employee is regularly required to reach with hands and arms; frequently required to sit, use hands to finger, handle, or feel; and occasionally required to stand, walk, talk, or hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and color vision.

This position description does not promise or imply that the functions listed in the Position Summary are the only duties to be performed or that the position may not change or be eliminated. Employees interested in learning more about the essential duties and responsibilities of this position should complete the Position Interest Form and submit it to the Human Resources Department.