Office Administrator

Coldstream; Seattle (WA); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical/dental/vision coverage

Disability insurance

401(k) with company match

Stock options

Paid time off

Career development

Parking subsidy

Wellness reimbursement

Parental leave

Sabbaticals

Job summary

Coldstream is seeking an Office Manager/Administrator to serve as the central hub of an in-office environment in Seattle. You will greet clients, manage front desk operations, coordinate meetings, and handle onboarding and tax paperwork while supporting a team delivering tax and wealth management services.

The role offers a Monday–Friday in-office schedule with flexible start times, strong benefits, and opportunities to grow within a long-standing professional services firm in Washington state.

Qualifications

• 3+ years of administrative experience in a professional office environment.
• High school diploma or equivalent; Bachelor’s or Associate’s degree preferred.
• Proficiency with Microsoft Office (Outlook/calendaring, Word, Excel), Adobe Acrobat, Salesforce, and ability to learn new software.

Responsibilities

• Provide administrative support, including scanning/saving documents, entering information in client database, and scheduling/confirming meetings.
• Open and close the office daily.
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members.
• Greet clients, manage parking validation, and provide beverages.
• Manage mail and deliveries; occasionally deliver mailings to post office or UPS.
• Monitor meetings, place lunch orders, and maintain reception area and conference rooms.
• Process new client onboarding and account paperwork.
• Process completed tax returns for signature and distribution to clients.
• Track documents needing signatures through Docusign.

Skills

Organizational skills

Prioritization

Communication

Education

High school diploma or equivalent

Bachelor's or Associate's degree preferred

Tools

Microsoft Office

Adobe Acrobat

Salesforce

Job description

Job Description

Are you a polished, personable Office Manager/Administrator looking for a role where you can truly shine? If you enjoy being the central hub of an office—using your administrative skills to create a welcoming experience for clients and colleagues—this could be an excellent next step. It’s also a great opportunity to gain experience in the financial services industry.

You’ll be joining a long-standing team of professionals who have been delivering both tax and wealth management services to clients since 1977. Last year, we proudly joined forces with Coldstream Wealth Management, combining deep expertise with a collaborative, people-focused culture.

In this role, you’ll oversee all front desk operations and serve as the first point of contact for clients—setting the tone with a warm, professional presence. This is an in-office position, Monday through Friday. Start time is flexible, beginning at 7:00, 7:30, 8:00, or 8:30 AM, with a nine-hour workday including a one-hour lunch.

Responsibilities include:

• Provide administrative support, including scanning/saving documents, entering information in our client database, and scheduling/confirming meetings
• Open and close the office daily
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members
• Greet clients, manage parking validation, and provide beverages
• Manage all incoming and outgoing mail and overnight deliveries; occasionally deliver outgoing mailings to post office or UPS
• Monitor client meetings, place lunch orders, and maintain reception area and conference rooms
• Process new client onboarding and account paperwork
• Process completed tax returns for signature and distribution to clients
• Track documents needing signatures through Docusign

Experience And Skills

• 3+ years of administrative experience in a professional office environment
• High school diploma or equivalent; Bachelor’s or Associate’s degree is preferred
• Proficiency with Microsoft Office (Outlook/calendaring, Word, Excel), Adobe Acrobat, SalesForce, and the ability to learn new software
• Excellent organizational and prioritization skills
• Ability to communicate courteously, discreetly and effectively with a wide variety of people
• Ability to complete tasks independently in a timely and efficient manner while maintaining accuracy

Job Benefits

In terms of pay expectations, we assess each candidate individually based on their experience and qualifications and offer competitive compensation that reflects the value they bring to the team. Base pay typically starts between $55,000 and $65,000 per year plus an annual bonus and a generous benefits package, but it can be higher for candidates with additional experience.

As a Washington’s Best Workplaces awardee, we pride ourselves on our collaborative and supportive culture. We’ve created a full benefits package that focuses on the growth, health, and wellness of our team members:

• Pay: Competitive base salary plus annual bonus
• Benefits: Fully paid premiums for medical/dental/vision, short-term and long-term disability, and life insurance
• 401(k): 100% company match up to 4% of your annual pay
• Stock: Opportunity to purchase equity and become an owner of the firm
• Paid Time Off: Starting at 20 days per year (increases with tenure) - plus 10 holidays and an extra paid day off each year to do volunteer work
• Career development: 100% training/certification/licensing/dues reimbursement plus a formal mentoring program
• Parking: heavily subsidized parking (you pay $36 per month) or transit pass
• Wellness reimbursement
• Paid Parental leave: 12 weeks paid for all new parents
• Paid sabbaticals every 10 years and anniversary bonuses every 5 years