Office Manager (Part-Time) – Artisan Jewelry Business Oakland, CA

About Us
We’re a small, family-run artisan jewelry brand based in Oakland, California with a loyal national wholesale customer base. Our team is creative, detail-oriented, and proud of the long-term relationships we’ve built with our stores and sales representatives. We’re looking for a friendly, organized, and dependable Office Manager to help keep our daily operations running smoothly.

Role Details

Part-time: 24 hours per week
Schedule: Monday–Thursday, approximately 6 hours per day
Location: On-site in Oakland, CA (in-person only)
Reports to: Operations Manager / Owner

What You’ll Do

Communication & Account Support

Serve as the primary point of contact for territory sales reps and wholesale accounts
Draft clear, professional emails and route questions to the appropriate team member
Handle new store inquiries and connect qualified leads with the appropriate sales rep
Confirm orders and communicate ship dates, backorders, and product updates

Order Processing & Fulfillment

Create invoices and packing lists; prepare shipments via UPS & USPS
Track shipments and help resolve delivery issues when needed
Organize shelving for upcoming orders with future ship dates
Fulfilling orders from our inventory & packing them up to ship

Systems & Data Management Support

Maintain Shopify orders and inventory accuracy
Update Squarespace with current ship dates, as they change weekly
Manage billing; create & send invoices; post payments
Perform QuickBooks data entry, maintain organized customer account notes, monitor inactive accounts
Process credit card deposits daily and reconcile Shopify payouts
Schedule and confirm UPS pickups and maintain shipment records

Marketing Coordination

Use FloDesk for email campaigns for product launches and promotions
Prepare and distribute PDFs with sales materials for territory reps to send to their retail customers

What Helps You Succeed

Excellent written and verbal communication skills; concise, professional email style
Strong organizational skills and attention to detail
Reliable follow-through and ability to manage multiple tasks
Friendly, collaborative attitude with customers and team members
Comfortable working in a small business environment where responsibilities vary day to day

Required Skills

QuickBooks (invoicing, payments, account notes)
Shopify (orders and inventory adjustments)
Microsoft Office and Google Workspace proficiency
Familiarity with shipping platforms such as UPS and USPS

Nice to Have

Experience with FloDesk or other email marketing platforms
Basic Adobe Photoshop or image editing skills
Experience working in wholesale, retail, or a product-based small business
Familiarity with Squarespace

Physical / Onsite Expectations

Ability to lift and move boxes up to approximately 25 lbs
Comfortable standing periodically while packing and organizing orders
Reliable in-person attendance during scheduled workdays

Compensation & Benefits

$30/hour
Employee jewelry discount
Paid sick time in accordance with local regulations / health insurance is not included
Designated parking space in a secure parking lot

How to Apply
Please email your resume along with a brief note about your experience supporting wholesale, retail, or small-business operations. Our email is fireflyoakland@gmail.com

Please an example of a professional customer or vendor email you’ve written (please redact names if needed).

References or recommendations from previous employers are appreciated.

To learn more about our company, please visit Firefly Mosaic Jewelry:
www.fireflymosaicjewelry.com

Pay: $30.00 per hour

Work Location: In person

Firefly Jewelry

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Office Manager (part-time) Artisan Jewelry Company Oakland CA