Office Administrator

Company : Talley Llp

Job Description - Office Administrator

Office Administrator (Part-Time)
Confidential Client – Design & Consulting Firm
Location: Irvine, CA (Onsite – Hybrid Office Environment MWF)

About the Opportunity
A well-established, boutique design and consulting firm is seeking a detail-oriented and proactive Office Administrator to support day-to-day operations, financial administration, and client coordination.

This is a high-impact, hands-on role supporting a collaborative team of professionals across multiple active projects. The organization operates in a project-based, professional services environment (similar to architecture, engineering, and interior design firms), where billing, invoicing, and client coordination require a high degree of accuracy and organization.
This role is ideal for someone who thrives in a dynamic, fast-paced environment, enjoys working independently, and takes pride in keeping operations running smoothly.

Position Overview
The Office Administrator will be responsible for managing core office operations, financial processes, and administrative functions, with a strong emphasis on project-based invoicing, bookkeeping, and coordination across multiple stakeholders.
This individual will serve as a central point of coordination across leadership, employees, clients, and vendors, ensuring that administrative, financial, and operational workflows are executed efficiently.

Key Responsibilities
Financial & Billing Operations

Manage project-based invoicing across 100+ active projects with varying billing structures and timelines
Process invoices using internal systems (including BillQuick and QuickBooks)
Track project phases, billing percentages, and client-specific invoicing requirements
Record and reconcile incoming payments, including check deposits and system updates
Support payroll coordination and basic bookkeeping functions

Office Operations & Administration

Oversee daily office operations including mail, supplies, and general organization
Maintain office systems and ensure operational continuity in a hybrid work environment
Coordinate internal processes, documentation, and administrative workflows
Support leadership with scheduling, reporting, and operational needs

Employee & HR Coordination

Assist with employee benefits administration (PTO tracking, insurance coordination, 401k support)
Provide general personnel coordination and administrative support
Help onboard new employees and support internal communications

Client & Vendor Coordination

Serve as a professional and responsive point of contact for clients and vendors
Manage communications related to billing, documentation, and project coordination
Ensure all client interactions reflect a high level of professionalism and service

Project & Systems Support

Maintain accurate records across multiple platforms (BillQuick, QuickBooks, Microsoft Office, etc.)
Support project tracking, documentation, and reporting across various phases
Assist with expense tracking and reimbursement processes tied to client projects

Qualifications

3–5+ years of experience in an Office Administrator, Office Manager, or similar role
Experience in project-based, professional services environments (architecture, engineering, interior design, consulting preferred)
Strong experience with:
- QuickBooks
- Project-based billing/invoicing
Highly detail-oriented and organized with the ability to manage multiple priorities
Strong written and verbal communication skills with a client-first mindset
Ability to work independently in a hybrid/low-occupancy office environment

Preferred

Experience with BillQuick or similar time & billing platforms
Familiarity with Bluebeam or industry-specific tools
Exposure to payroll systems (e.g., ADP)
Experience supporting multi-entity or project-driven businesses

Key Success Traits

Extremely detail-oriented (critical for project billing accuracy)
Proactive and solution-oriented
Strong interpersonal and client communication skills
Positive, team-oriented mindset (“make a friend” culture)
High level of accountability and ownership

Work Schedule & Compensation

Part-Time: Approximately 20–30 hours per week
Schedule: Typically, 3 days onsite (flexible structure)
Compensation: Competitive hourly rate (commensurate with experience; market-aligned)
Pay Schedule: Semi-monthly

Benefits & Perks

Paid Time Off (PTO) and sick leave
Paid holidays, including extended holiday time during the Christmas/New Year period
Eligibility for medical benefits (based on hours worked and tenure)
401(k) eligibility (based on service requirements)
Collaborative, team-oriented environment with strong tenure and client relationships

Why This Role

Opportunity to play a critical role in a growing, highly respected firm
High visibility with leadership and direct impact on operations
Exposure to complex, project-based business operations
Stable organization with long-standing client relationships and strong reputation

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Office Administrator

Job Description - Office Administrator

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