Office Manager

Firmani + Associates Inc.; Seattle (WA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Employer-paid health insurance

Company-matched 401(k)

20 days of PTO plus holidays

Job summary

A marketing and PR firm located in Seattle seeks an Office Manager to oversee daily operations and coordinate office systems. The ideal candidate will possess 5+ years of experience in office management along with strong organizational and communication skills. Responsibilities include managing vendors, supporting HR functions, and leading office events. The role offers hybrid work flexibility and includes benefits such as employer-paid health insurance, a 401(k) match, and generous PTO.

Qualifications

• 5+ years of office management and/or administrative experience.
• Familiarity with QuickBooks and Microsoft Office/SharePoint.
• High level of organization and detail orientation.

Responsibilities

• Coordinate with outsourced vendors for office operations.
• Manage employee attendance and benefits administration.
• Lead planning of agency events and special projects.

Skills

Office management

Project management

Problem-solving

Communication

Organizational skills

Education

Bachelor's degree or equivalent professional experience

Tools

QuickBooks

Microsoft Office

SharePoint

Timekeeping software

Job description

Firmani + Associates Inc. is an integrated marketing and PR firm based in Seattle, with a national footprint. For three decades, we’ve served clients in professional services, healthcare and beyond. We’re women-owned, powered by a team of exceptional professionals.

About the Role

We are seeking a highly capable, resourceful, and proactive Office Manager to support the day-to-day operations of our growing Seattle-based public relations agency. This full-time, hybrid role is ideal for someone who enjoys juggling multiple priorities, solving problems, and bringing structure and clarity to a fast-paced, collaborative environment.

The office manager serves as a central hub for agency operations, including coordinating vendors, managing internal systems, supporting people operations, and ensuring the office runs smoothly and efficiently. The office manager also plays an integral role in supporting team culture through events, engagement opportunities and other staff-centered initiatives. This role requires confidence, flexibility, strong organizational instincts, and a genuine interest in project management and continuous improvement.

This position is local to Seattle and requires a minimum of two days per week in the office.

Key Responsibilities

Operations & Office Management

• Coordinate with outsourced vendors, including IT, bookkeeping, HR, and accounting partners
• Manage office operations, including supplies inventory, equipment, and on-site facility needs
• Oversee office contracts and renewals. Manage incoming and outgoing mail, including depositing incoming checks
• Maintain master files for client contracts, vendor agreements, compliance filings, personnel records, and tax documentation

Finance & Administration Support

• Support accounting partners with monthly client invoicing, managingtimekeeping and billing software, invoice preparation, and submission
• Coordinate accounts receivable and accounts payable, ensuring vendors have required documentation and information
• Support bookkeeping and accounting vendors by ensuring timely and accurate delivery of materials
• With our HR Partner, monitor and track required federal, state, and local compliance filings (Washington and out-of-state), ensuring vendors complete all monthly, quarterly, and annual requirements

People Operations & HR Support

In partnership with HR partner:

• Manage employee attendance tracking, benefits administration, 401(k), and related employee programs
• As needed, assist with recruiting, hiring, onboarding, and offboarding processes
• Support the employee performance review process and maintain personnel records
• Coordinate compliance with applicable federal, state, and city employment requirements

IT & Systems Coordination

• Perform basic IT tasks, including device set-up and account maintenance
• Coordinate with external IT vendors for advanced technical needs

Events & Special Projects

• Lead planning and coordination of agency events, retreats, offsite meetings, staff lunches, and client appreciation activities
• Manage and support special projects and operational initiatives as assigned

Ideal Candidate Qualifications

• 5+ years of office management and/or administrative experience
• Bachelor's degreeor equivalent professional experience is a strong plus
• Familiarity with QuickBooks, Microsoft Office/SharePoint, and timekeeping software
• Highly organized, detail-oriented, and comfortable managing multiple workstreams at once
• Confident communicator who can work independently and collaborate across teams and vendors
• Professional and customer service-oriented, with a positive and energetic attitude
• Resourceful problem-solver who enjoys improving systems and processes
• Strong project management instincts and follow-through
• Experience with or interest in finance and bookkeeping

Benefits

• Employer-paid insurance including health, dental and vision benefits
• Company-matched 401(k)
• 20 days of PTO, in addition to 10 holiday closures

To Be Considered:

Please send your resume and a cover letter [e-mail].