Description

We are a single-family office with investments across dozens of operating companies operating in multiple sectors. As our portfolio continues to expand, we are seeking a highly organised, process-driven professional to take full ownership of document control, records management, and task tracking across the entire portfolio.

This is not a clerical or administrative role. The successful candidate will be responsible for designing, implementing, and continuously improving systems that ensure accuracy, compliance, and follow-through across all entities. This includes managing statutory filings, contracts, governance documents, and internal action items with absolute reliability.

The role requires a strong systems mindset, exceptional attention to detail, and comfort working with AI-enabled tools to enhance efficiency and scalability. Candidates who enjoy creating structure in complex environments and take pride in precision and accountability will thrive in this position.

Key Responsibilities

Document Management and Filing

• Design, implement, and maintain a centralised digital document management system across all portfolio companies
• Establish and enforce clear standards for document classification, naming conventions, version control, and access permissions
• Manage, file, and track critical documentation, including:
  • Corporate and statutory records
  • Shareholder and investment agreements
  • Commercial contracts and amendments
  • Regulatory and compliance filings
  • Board, investor, and governance documentation
• Proactively identify missing, outdated, or non-compliant documents and ensure timely resolution
• Maintain audit-ready documentation that is accurate, current, and easily retrievable

Task Tracking and Portfolio Coordination

• Design and manage task-tracking systems covering multiple companies, stakeholders, and workstreams
• Track deadlines, recurring obligations, and follow-ups with absolute accuracy and reliability
• Provide regular status updates and clear visibility on tasks, risks, and dependencies to the family office lead
• Coordinate with executives, advisors, accountants, legal counsel, and service providers to ensure timely completion of deliverables
• Act as the central point of accountability to ensure no tasks or obligations are overlooked

Systems and Process Development

• Build and maintain scalable workflows using Microsoft 365, Google Workspace, and task-management platforms
• Leverage AI tools for document indexing, summarisation, deadline monitoring, and workflow automation
• Continuously review and improve systems to increase efficiency, clarity, and operational control as the portfolio grows
• Document processes to ensure consistency, continuity, and scalability

Candidate Profile

Required Attributes

• Exceptional attention to detail with a strong sense of ownership and accountability
• A structured, systems-oriented thinker who enjoys designing and improving processes
• Highly reliable, proactive, and capable of working independently
• Able to manage multiple companies, document types, and deadlines simultaneously
• Adaptable, curious, and open to adopting AI-assisted tools and modern workflows

Technical Skills

• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, SharePoint)
• Advanced proficiency in Google Workspace (Drive, Docs, Sheets, Calendar)
• Strong experience with digital document management systems
• Familiarity with task and workflow tools such as Planner, Asana, Notion, ClickUp, or Monday.com
• Comfortable learning and deploying AI tools for productivity and workflow optimisation

Experience Requirements

• Minimum of 3 years’ experience in document control, operations, compliance, portfolio coordination, or a related role
• Experience working across multiple legal entities, subsidiaries, or portfolio companies is a strong advantage
• Prior exposure to family offices, investment firms, professional services, or high-growth environments is preferred

What We Offer

• A high-trust, high-impact role working directly with the family office principal
• The opportunity to design and implement systems from the ground up
• Exposure to a diverse portfolio of businesses across multiple industries
• A results-oriented environment that values precision, initiative, and innovation
• Competitive compensation aligned with experience, capability, and performance

• Design, implement, and maintain a centralised digital document management system across all portfolio companies
• Establish and enforce clear standards for document classification, naming conventions, version control, and access permissions
• Manage, file, and track critical documentation, including: Corporate and statutory records, Shareholder and investment agreements, Commercial contracts and amendments, Regulatory and compliance filings, Board, investor, and governance documentation
• Proactively identify missing, outdated, or non-compliant documents and ensure timely resolution
• Maintain audit-ready documentation that is accurate, current, and easily retrievable
• Design and manage task-tracking systems covering multiple companies, stakeholders, and workstreams
• Track deadlines, recurring obligations, and follow-ups with absolute accuracy and reliability
• Provide regular status updates and clear visibility on tasks, risks, and dependencies to the family office lead
• Coordinate with executives, advisors, accountants, legal counsel, and service providers to ensure timely completion of deliverables
• Act as the central point of accountability to ensure no tasks or obligations are overlooked
• Build and maintain scalable workflows using Microsoft 365, Google Workspace, and task-management platforms
• Leverage AI tools for document indexing, summarisation, deadline monitoring, and workflow automation
• Continuously review and improve systems to increase efficiency, clarity, and operational control as the portfolio grows
• Document processes to ensure consistency, continuity, and scalability

• Exceptional attention to detail with a strong sense of ownership and accountability
• A structured, systems-oriented thinker who enjoys designing and improving processes
• Highly reliable, proactive, and capable of working independently
• Able to manage multiple companies, document types, and deadlines simultaneously
• Adaptable, curious, and open to adopting AI-assisted tools and modern workflows
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, SharePoint)
• Advanced proficiency in Google Workspace (Drive, Docs, Sheets, Calendar)
• Strong experience with digital document management systems
• Familiarity with task and workflow tools such as Planner, Asana, Notion, ClickUp, or Monday.com
• Comfortable learning and deploying AI tools for productivity and workflow optimisation

• Minimum of 3 years’ experience in document control, operations, compliance, portfolio coordination, or a related role
• Experience working across multiple legal entities, subsidiaries, or portfolio companies is a strong advantage
• Prior exposure to family offices, investment firms, professional services, or high-growth environments is preferred