Director of Operations/Legal Administrator/Project Manager

Overview: The Operations Manager position is a professional position with broad responsibilities for the day-to-day management of Firm’s business operations. In addition to general responsibility for financial planning and controls, personnel administration, and systems and physical facilities, the Operations Manager plans for the changing needs of the organization, shares responsibility with the appropriate partners or owners for strategic planning, practice management and marketing, and contributes to cost-effective management throughout the organization.

The Operations Manager’s primary goal is to relieve the Owner of the routine tasks involved in managing the law firm business, so the Owner can focus on higher-level strategic and legal tasks. Secondarily, the Operations Manager should be a strategic partner with the Owner, leveraging the firm’s business plan and budget to help drive strategy to increase top-line revenue and bottom- line profits.

Reporting Relationship: The Operations Manager reports directly to the Owner.

Authority: With the delegated authority of the Owner, the Operations Manager manages all the business functions of the Firm and supervises all the non-lawyer staff.

Responsibilities: Whether directly or through a management team, the Operations Manager is responsible all the following…

Systems Development & Operations Management:

  1. Creates, implements and maintains the Firm’s policies, systems & procedures:
    1. Assures that the firm’s activities are fully documented in writing.
    2. Trains the staff in their respective duties using the Firm’s written policies and procedures.
    3. Collaborates with Owner to define Key Performance Indicators to define success, measure results, and optimize productivity of the staff.
    4. Monitors and enforces the Firm’s rules to ensure that all work is completed in accord with the Firm’s approved rules, policies & procedures.
  1. Principal responsibility for the Firm’s information technology systems.
    1. Designs the Firm’s Information Technology systems to minimize waste and maximize internal efficiencies within the firm.
    2. Works with vendors as necessary to implement and maintain the Firm’s IT infrastructure.
    3. Trains staff on use of all technological systems and enforces proper use of the same in accordance with the Firm’s written policies & procedures.
  1. Assures that employees have the tools they need to perform their duties,
    1. See IT responsibilities above.
    2. Purchases routine office supplies.
    3. Arranges for the purchase of approved office equipment.
  1. Manages the firm’s office furniture inventory:
    1. Operations Manager coordinating routine furniture purchases.
    2. Assisting the owner in making furniture purchasing decisions.
    3. Acting as the firm’s liaison with furniture vendors.
    4. Assuring that office’s furniture inventory is maintained and repaired as needed.
  1. Performs a liaison function between the firm and the landlord, to assure:

a. Maintenance activities are performed.
b. Facility problems are solved.
c. Parking facilities are made available to employees.
d. Cleaning services are satisfactory.
e. Emergency protocols and plans are set out and ready when needed.

Human Resources:

  1. Recruits, hires, orients, trains and acts as the firm’s supervisor and employer of all non-legal staff including paralegals.
  2. Implements and enforces the Firm’s personnel rules and employment policies.
  3. Performs or supervises the payroll function and administers the Firm’s benefit plans.
  4. Evaluates non-legal staff around defined Key Performance Indicators and makes recommendations to the owner regarding their work assignments, salaries, bonuses and discipline.
  5. Performs Quarterly Reviews with non-legal staff including paralegals.
  6. Operations Manager coordinates with other Department heads to forecast hiring and work force needs.

Financial Management:

  1. Supervises the Firm’s bookkeeping function and may perform some bookkeeping tasks (e.g., reconciling bank statements, reviewing expenditures, authorizing vendor payments, etc.)
  2. Manages the Firm’s billing functions (e.g. monitoring work in process, creating systems to ensure sure that completed work gets billed timely and in plain English, etc.).
  3. Performs collections activities.
  4. Monitors financial statements, prepares budgets, and advises the Owner regarding when problems are observed.
  5. Collaborates with Owner to improve financial controls and analyze key financial reports to identify inefficiencies in the Firm and spot opportunities for improvement to the Firm’s bottom-line.

Marketing Management:

  1. Supervises the Firm’s bookkeeping function and may perform some bookkeeping tasks (e.g., reconciling bank statements, reviewing expenditures, authorizing vendor payments, etc.)
  2. Manages the Firm’s billing functions (e.g. monitoring work in process, creating systems to ensure sure that completed work gets billed timely and in plain English, etc.).
  3. Performs collections activities.
  4. Monitors financial statements, prepares budgets, and advises the Owner regarding when problems are observed.
  5. Collaborates with Owner to improve financial controls and analyze key financial

Education & Experience

Education: At a minimum, the Operations Manager will have graduated from a recognized college or university with major course work in business administration or management, finance, human resources, technology or marketing, or comparable work experience.

An MBA and professional certifications like the Certified Legal Manager (CLM)SM designation is preferred.

Experience: At a minimum, the Operations Manager must have previous knowledge of legal or other professional service organizations, and have significant experience managing business operations such as human resources, technology, facilities, finance and marketing.

Experience in operational process refinement, budgeting, and HR is of highest importance. An ideal candidate will have 15+ years’ experience as a Operations Manager or Professional Legal Administrator, managing law firm operations for law firms with fewer than 5 full-time attorneys on staff, as well as law firms with more than 20 full-time attorneys on staff.

Skills & Abilities: The Operations Manager should be able to identify and analyze complex issues and problems in management areas and recommend and implement solutions. The Operations Manager can confidently manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with lawyers and support staff. Displays excellent supervisory and leadership skills. Demonstrates willingness and ability to delegate.

SCORECARD FOR THE ROLE: OPERATIONS MANAGER

MISSION:

The mission for the Operations Manager is to ensure “the business end” of our small business runs as smoothly as possible, maximizing profits through efficient systems and a cohesive work culture.

OBJECTIVES:

  1. Remove all office administration and non-legal management tasks off the Owner’s plate by deadline specified by Owner.
  2. Complete and update the Firm’s Policy & Procedure Manual by deadline specified by Owner.
  3. Create a reliable P&P auditing system by deadline specified by Owner that catches at least 95% of errors internally before they reach the client.
  4. Connect all job descriptions within the organization to clear KPIs and stand up a quarterly performance review system around the same by deadline specified by Owner.
  5. Collaborate with owner to carve out a strategy to increase the firm profit margin by at least 5% and gross revenues by at least 40% over the upcoming fiscal year.

COMPETENCIES

ROLE-BASED COMPETENCIES

  • Analytic Thinking: How well can this person structure and process qualitative or quantitative data and draw insightful conclusions from it? Does (s)he exhibits a probing mind with high fact-finding skills?
  • Efficiency: Does this person have a demonstrated capacity to produce significant output with minimal wasted effort?
  • Organization and Planning: What is this person’s demonstrated ability to plan, organize, schedule, and budget in an efficient and productive manner that keeps the big picture in clear view?

CULTURAL COMPETENCIES

  • Chemistry: Does the person fit with the rest of the team?
  • Commitment: Are you committed to making it work for them and are they committed to making it work with you?
  • Coachable: Are they able to be coached into more effective behaviors?
  • Ego Control: Do they have their ego under control?
  • Intelligence: Do they have the requisite IQ?

How to Apply

Please submit the requested information and materials below.

Cohen Healthcare Law Group is an equal opportunity employer and does not discriminate on the basis of age, race, religion, color, sex, gender expression, national origin, marital status, physical disability, or mental disability.

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