About Us
We are a small accounting firm based in Olympia, WA, focused on delivering responsive, high-quality service to our clients. We value integrity, clear communication, and a well-run office that keeps everything moving smoothly. We’re looking for a reliable Office Manager who takes ownership, maintains processes, and brings calm and order to busy days.
The Role
You’ll be the backbone of our operations—overseeing office workflows, supporting the owner and team, and ensuring clients have a seamless experience from first contact to final delivery. This is an on-site role with room to refine systems (after you have a full understanding of the existing ones) and make a meaningful impact.
Key Responsibilities
• Front office leadership: manage calendars, scheduling, inboxes, phones, mail, and client intake
• Administrative excellence: prepare documents, forms, and reports; maintain organized digital & physical files
• Operations & process: streamline workflows, maintain SOPs, and ensure task follow-through
• Client support: greet clients, handle inquiries, coordinate appointments, manage confirmations & follow-ups
• Finance support: invoicing, payments tracking, reimbursements, basic QuickBooks data entry
• Vendor & supplies: coordinate vendors, order supplies, maintain equipment & subscriptions
• Compliance & records: uphold confidentiality, manage records retention, maintain accurate data
• Team support: onboard new hires (checklists, accounts, equipment), assist with training materials
• Special projects: research, light data analysis, and owner-assigned initiatives
Qualifications
• 3+ years in office administration or office management (professional services environment preferred)
• Strong organizational skills with excellent attention to detail and follow-through
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and cloud-based file systems
• Comfortable with QuickBooks Online
• Clear, professional communication—both written and verbal—with client-service mindset
• Ability to prioritize, protect time, and keep the team on track in a fast-moving environment
• Discretion and trustworthiness with sensitive information
Nice-to-Have
• Experience in a small firm or owner-led business
• SOP creation and process improvement experience
• CRM familiarity (e.g., HubSpot, Zoho, or similar)
• IT familiarity (e.g., server, tech support, MS365)
Schedule & Work Environment
• Full-time, on-site in Olympia, WA (Mon–Fri)
• Typical hours: [e.g., 8:30 AM–5:00 PM]; occasional flexibility during peak periods
• Professional, supportive environment with clear goals and autonomy
How to Apply via Craigslist:
Please email a PDF resume
Include in your email (short answers are fine):
1) Why does an office manager role in a small firm appeal to you?
2) Which tools do you use to stay organized and manage calendars/tasks?
3) Experience with Microsoft 365 and QuickBooks? (brief examples)
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