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Administrative Operations & Reporting Specialist

Administrative Operations & Reporting Specialist

Talley llpOrange, CA, US
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Job Description

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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