Administrative Operations & Reporting Specialist
Orange, CA
Full Time
Entry Level
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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