Office Administrator

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

Benefits offered by this job

Fully paid premiums for medical/dental

Vision coverage

Short-term and long-term disability

Life insurance

100% 401(k) company match up to 4%

Stock option / ownership potential

Paid Time Off: 20 days + 10 holidays +

Volunteering day

Career development: training/licensing

Paid parental leave: 12 weeks

Paid sabbaticals every 10 years

Job summary

Coldstream Wealth Management is seeking an Office Manager/Administrator to be the central hub of our Seattle office, delivering welcoming, professional service to clients and colleagues. This in-office role runs Monday through Friday with flexible start times and a nine-hour day including a lunch break.

You will oversee front desk operations, manage client onboarding, and handle mail, calls, and scheduling while supporting tax and wealth management services lineage through 1977.

Qualifications

• 3+ years of administrative experience in a professional office environment.
• Proficiency with Microsoft Office, Adobe Acrobat, Salesforce, and the ability to learn new software.
• Strong 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.

Responsibilities

• Provide administrative support, including scanning documents, entering information in the client database, and scheduling/confirming meetings.
• Open and close the office daily.
• Answer incoming calls, provide general information, and direct calls to team members.
• Greet clients, manage parking validation, and provide beverages.
• Manage incoming/outgoing mail and occasional deliveries; handle post office/UPS drop-offs.
• 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.

Skills

Time management

Organizational skills

Discreet communication

Independent work

Interpersonal skills

Education

High school diploma

Bachelor’s or Associate’s degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Adobe Acrobat

Salesforce

Job description

We work collaboratively, with our clients and with each other, to deliver impeccable service to achieve the financial and lifestylegoals important to our clients. We only hire team players: people who are the best and brightest at what they do and always put our clients'success first.

• Salary : $55,000 USD Annually - $65,000 USD Annually

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

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

IMPORTANT: APPLICANTS PLEASE READ Qualified applicants are considered for employment, and employees are treated during employment without regard to race, color, religion, national origin, citizenship, age, sex, marital status, ancestry, physical or mental disability, veteran status or sexual orientation. Solely to help us comply with federal and state Equal Opportunity record keeping, reporting, and other legal requirements, we request that you complete this data information questionnaire. Refusal to complete this information will not subject any applicant or employee to adverse treatment. The information that you provide will be recorded and maintained in a confidential file, separate from all other records. This information will not be used in consideration for your employment.