Office Administrator

Job Description

Do you enjoy being the first point of contact for clients and supporting the daily operations of an office? Are you a friendly, detail-oriented Office Administrator looking for a role that you can make your own? If so, this could be the perfect position for you!

This is a full-time, on-site position - Monday-Friday, 7:30-4:30 with one hour for lunch, based in our Kirkland office. The ideal candidate is able to manage multiple tasks with accuracy, professionalism, and warmth.

Hersman Serles Almond has specialized in providing tax, accounting, and consulting services to leading Northwest organizations and families for over 30 years. In 2023, we were excited to merge with Coldstream—an employee-owned, independently operated wealth management firm.

Key Responsibilities:

• Provide a great first impression for clients, including greeting visitors and providing beverages
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members
• Assist with accounts receivable: process client payments, record daily A/R activity, send payment reminders, and assist with billing inquiries
• Manage incoming and outgoing mail, scanning, and document intake
• Assist with scheduling, calendar coordination, and conference room reservations
• Order office and kitchen supplies and manage annual supply budget
• Open and close the office daily and keep front office, kitchen, and conference rooms organized and neat
• Assist with onboarding new team members: greeting, introducing to team, desk prep, update phone directory, etc.
  
  

Experience And Skills

• 1-2 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) and Adobe Acrobat and the ability to learn new software
• Excellent attention to detail and organizational and prioritization skills
• Strong verbal and written communication skills
• Experience completing tasks independently in a timely and efficient manner while maintaining accuracy
• Ability to navigate sensitive situations, communicate with diplomacy and tact, and handle confidential information responsibly.
  
  

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: Time off starts at 16 days per year, increasing 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 documented career paths and a formal mentoring program
• Parking: heavily subsidized parking or free transit pass
• Wellness reimbursement
• Paid sabbaticals every 10 years and anniversary bonusses every 5
  
  

Coldstream is an employee-owned, independently-operated wealth management firm that’s been earning the trust of affluent families and businesses since 1996. We offer a comprehensive, holistic approach to planning and focus on providing unparalleled advice and exceptional service. We welcome new colleagues who believe in our same approach, value open communication, and believe in trusting, life-long relationships. The firm has offices in Kirkland, Mercer Island, Bellevue, Seattle, Portland, Boise, and Kenai, Alaska. For more on Coldstream, please visit www.coldstream.com .

Coldstream is committed to inclusion and diversity. To us, diversity means employing team members of different races, genders, ages, physical abilities, national origins, religions, sexual orientations, ethnicities, political ideologies, educational and military backgrounds, and more. We welcome, support, and respect all team members, and we value the wide variety of experiences, opinions, and talents that they bring to the company. As we grow, we continue to cultivate an environment in which all team members’ perspectives and contributions are treated with respect, and every individual feels confident that they belong and are empowered to be their best.