Job Details

Office Administrator (Part-Time)Confidential Client – Design & Consulting Firm IndustryLocation: Irvine, CA (Onsite – Hybrid Office Environment MWF)About the OpportunityA 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 OverviewThe 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 ResponsibilitiesFinancial & Billing OperationsManage project‑based invoicing across 100+ active projects with varying billing structures and timelinesProcess invoices using internal systems (including BillQuick and QuickBooks)Track project phases, billing percentages, and client‑specific invoicing requirementsRecord and reconcile incoming payments, including check deposits and system updatesSupport payroll coordination and basic bookkeeping functionsOffice Operations & AdministrationOversee daily office operations including mail, supplies, and general organizationMaintain office systems and ensure operational continuity in a hybrid work environmentCoordinate internal processes, documentation, and administrative workflowsSupport leadership with scheduling, reporting, and operational needsEmployee & HR CoordinationAssist with employee benefits administration (PTO tracking, insurance coordination, 401k support)Provide general personnel coordination and administrative supportHelp onboard new employees and support internal communicationsClient & Vendor CoordinationServe as a professional and responsive point of contact for clients and vendorsManage communications related to billing, documentation, and project coordinationEnsure all client interactions reflect a high level of professionalism and serviceProject & Systems SupportMaintain accurate records across multiple platforms (BillQuick, QuickBooks, Microsoft Office, etc.)Support project tracking, documentation, and reporting across various phasesAssist with expense tracking and reimbursement processes tied to client projectsQualificationsRequired3–5+ years of experience in an Office Administrator, Office Manager, or similar roleExperience in project‑based, professional services environments (architecture, engineering, interior design, consulting preferred)Strong experience with:QuickBooksProject‑based billing/invoicingHighly detail‑oriented and organized with the ability to manage multiple prioritiesStrong written and verbal communication skills with a client‑first mindsetAbility to work independently in a hybrid/low‑occupancy office environmentPreferred - Must HaveExperience with BillQuick or similar time & billing platformsFamiliarity with Bluebeam or industry‑specific toolsExposure to payroll systems (e.g., ADP)Experience supporting multi‑entity or project‑driven businessesKey Success TraitsExtremely detail‑oriented (critical for project billing accuracy)Proactive and solution‑orientedStrong interpersonal and client communication skillsPositive, team‑oriented mindset (“make a friend” culture)High level of accountability and ownershipWork Schedule & CompensationPart‑Time: Approximately 20–30 hours per weekSchedule: Typically, 3 days onsite (flexible structure)Compensation: Competitive hourly rate (commensurate with experience; market‑aligned)Pay Schedule: Semi‑monthlyBenefits & PerksPaid Time Off (PTO) and sick leavePaid holidays, including extended holiday time during the Christmas/New Year periodEligibility 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 relationshipsWhy This RoleOpportunity to play a critical role in a growing, highly respected firmHigh visibility with leadership and direct impact on operationsExposure to complex, project‑based business operationsStable organization with long‑standing client relationships and strong reputation#J-18808-Ljbffr