Office Administrator

Talley LLP • Irvine, CA

3d • Hybrid

About The Position

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.

Requirements

• 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)
• 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

Nice To Haves

• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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

Benefits

• 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

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees