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Administrative Operations & Reporting Specialist

Administrative Operations & Reporting Specialist

Talley LLPOrange, CA, US
5 days ago
Job type
  • Full-time
  • Quick Apply
Job description

Position Summary The Administrative Operations & Reporting Specialist provides  compliance, reporting, and financial operations support  to ensure firm-wide accountability.

This individual maintains  data integrity across our CRM, project management, and time & billing systems , produces  employee, owner, and firm-level performance reporting , and ensures  timely execution of compliance and monitoring tasks .

Success in this role depends on precision, consistency, and proactive issue-spotting.

They will work closely with leadership, finance, and operations teams to keep the firm's administrative rhythm disciplined and transparent.

Core Responsibilities Compliance & Monitoring Execute daily compliance filings and quality control reviews across project systems.

Audit open tasks, CRM entries, and time entries to flag risks and issues.

Monitor adherence to firm-wide operational standards and escalate exceptions.

Reporting & Analytics Produce and update employee / department / firm performance schedules, charge hour reports, and partner performance summaries.

Maintain recurring reporting schedules (weekly, monthly, quarterly).

Provide on-demand reporting support to leadership for special initiatives.

CRM & Data Quality Perform daily CRM updates (new leads, stale lead cleanup, opportunity tracking).

Distribute department- and partner-level CRM reports.

Ensure consistency and accuracy of data across platforms.

Project Management Office (PMO) / Special Project Support Prepare project charters, work schedules and status updates.

Track open items and prepare meeting agendas Partner Group and Operational Support Prepare partner meeting reports, weekly client marketing newsletters, and recurring admin deliverables.

Support onboarding checklists, HR coordination, and special projects as assigned.

Assist in documenting and updating Standard Operating Procedures (SOPs).

Success Traits Compliance Mindset :

  • Consistently enforces task and reporting discipline.

Operational Discipline :

  • Thrives in high-volume, recurring workflows with precision.

    • Analytical Attention :

  • Spots inconsistencies in reports, billing, or CRM data.

    • Cross-Functional Service :

  • Supports partners, finance, marketing, and HR without friction.

    • Proactive Accountability :

  • Flags risks, delays, or missing data before they escalate.

    • Technical & Experience Requirements AI Tools :

  • Fluency in leveraging appropriate AI tools to enhance efficiency, reporting, and data management within daily workflows.

    • AExcel & Reporting :

  • Strong command of pivot tables, formulas, conditional formatting, and data validation.

    • CRM / PM Tools :

  • Proficiency in Salesforce, Microsoft Dynamics, or equivalent CRM systems.

    • Professional Services Context :

  • Experience in compliance-heavy, project-based environments.

    • Education / Experience :

  • 2–4 years in administrative, compliance, or financial operations support.
  • Preferred Attributes Experience in professional services, legal, or financial advisory environments.
  • Strong interpersonal skills and the ability to work independently with minimal supervision.
  • Ability to manage multiple tasks efficiently under deadlines, communicate issues timely, and work in a dynamic environment.
  • Flexibility to support special projects (learn new things on the job) and occasional extended hours.
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