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
