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Chief Operating Officer

2 months ago

Scottsdale, United States Provident Law® Full time

Job Title: Chief Operating Officer / Chief Financial Officer (COO/CFO)

Department: Administration

Reports To: Managing Attorney


EMP Type: Exempt

EMP Status: Full-Time

Location: Phoenix


Position Summary:


The Chief Operating Officer / Chief Financial Officer (“COO”) is responsible for the management of the office and for overseeing the firm’s personnel and finances. The COO is a key member of the leadership team who participates in strategic planning; manages all aspects of day-to-day operations, including finances; and understands the critical role they play in the success of the firm.  


Essential Functions and Responsibilities:


The job responsibilities will include, but will not be limited to, the following:


Operations

  • Provide leadership in promoting and maintaining firm culture by example and regular communication with staff and attorneys.
  • In partnership with Managing Attorney, develop and administer policies and procedures to achieve firm objectives and maintain firm culture and values.


Human Resources

  • In partnership with Managing Attorney, lead firm-wide efforts to recruit and hire the highest quality employees available in the marketplace.
  • Provide orientation and training, supervise, evaluate performance, administer discipline and terminate employees.
  • Develop onboarding procedures for new hires, including training of new employees, both attorneys and staff.
  • Determine work-flow and coverage needs for non-exempt staff, including coordinating efforts to ensure cross-training of non-exempt support staff. Evaluate personnel needs for future growth.
  • Monitor staff PTO and work hours.
  • Develop, maintain, update and stay abreast of changes necessary to maintain the firms Employee Handbook current with all Federal, state and local laws.
  • Work with administrative staff and Managing Attorney in spearheading firm social events.
  • Work with Managing Attorney and insurance broker to administer employee benefits programs, including 401k, health/dental/vision insurance, etc. Conduct open enrollment meetings and ensure employees are properly enrolled in selected benefit plans.
  • Conduct annual reviews for all non-attorney staff.


Marketing

  • In coordination with the firm’s Marketing Director, oversee the Marketing Department and general marketing strategies of the firm, to ensure the firm has identified opportunities to market the firm in the most positive light possible. Supervise and support the Marketing Director with client development and marketing efforts of individual attorneys with the firm.
  • In coordination with Marketing Director and Managing Attorney, develop firm wide marketing strategy to align with firm cultures and values.
  • Oversee the Marketing Director’s requirement to identify key KPIs to evaluate effectiveness of firm’s marketing efforts. Provide feedback, insight and recommendations to Marketing Director and Managing Attorney.
  • Provide assistance to Marketing Director and Managing Attorney and other attorneys in the firm with firm-sponsored events and meetings, as needed.


Information Technology

  • Oversee the firm’s IT technician and assist the IT personnel with computer troubleshooting. 
  • Arrange for replacement of defective PC’s and advising IT personnel of ongoing computer issues.
  • In partnership with Managing Attorney and the firm’s IT technician, evaluate and deploy technology designed to streamline operations and optimize efficiency.


Accounting/Finance

  • In coordination with the COO’s administrative assistant, process payroll through third-party payroll vendor.
  • In coordination with the accounts receivable specialist, oversee monthly billing for firm. 
  • In coordination with the COO’s administrative assistant, process all accounts payable for firm as require to maintain excellent credit rating with vendors.
  • In coordination with the accounts receivable specialist, effectively manage accounts receivable to optimize monthly cash flow.
  • Maintain all bank accounts, including monthly bank account reconciliations, including operating, trust, and credit card accounts. Maintain sufficient balances to ensure firm’s obligations are met. Produce monthly reconciliations of all accounts.


Facilities

  • Oversee and maintain office space, coordinating repairs with building management as necessary.
  • Oversee on-site and off-site filing storage.
  • Assist with office space planning and the management of facilities projects as necessary.


Job Qualifications:


KNOWLEDGE, SKILLS & ABILITIES


  • Knowledge of the principles and practices of effective management and to effectively supervise respective departments.
  • Proficient in law firm accounting/financial principles, resource allocation, human resources, facilities, purchasing, negotiations, and information technology.
  • Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), PDF editing. Knowledge of Actionstep preferred.
  • Knowledge of law office practices and procedures.
  • Excellent verbal and written communication with attorneys, clients, counsel and colleagues.
  • Knowledge of business English, spelling, punctuation, grammar and basic legal terminology.
  • Ability to organize and prioritize tasks, while working effectively under pressure to meet deadlines.
  • Ability to maintain confidentiality.
  • Ability to establish good rapport with attorneys, clients, and other employees.
  • Ability to understand and follow written and oral instructions.
  • Ability to prepare, maintain and analyze detailed records and reports.
  • Ability to work on more than one complex task at a time.            
  • Ability to plan, coordinate and schedule workflow and to effectively oversee the work of others
  • Ability to prepare, analyze and interpret technical information/reports.


EXPERIENCE & EDUCATION

  • 5+ years of progressively responsible experience in providing legal support, including overseeing other staff and being responsible for the day-to-day operations of a mid-sized law firm.
  • Familiarity with general processes, systems philosophies, structure, methods and approaches of mid-sized firms.
  • Bachelor’s Degree in Business or related field is preferred, but not required. An MBA and/or CLM designation a plus.


Personal Characteristics:


The following personal characteristics add value to the position and help to elevate the role as a strong team member of the office and firm:


  • Have clear and direct communication, actively listening to others and understanding their needs.
  • Able to dive in, take initiative without being asked and problem solve.
  • Have good judgment and a thoughtful approach.
  • Have good follow through and work independently to get the job done.
  • Able to be attentive to details.
  • Be above reproach and conduct oneself with dignity and purpose.


Working Environment:


  • Sitting 90% or more of the time; occasionally lifting boxes of documents weighing 25 pounds or more; ability to travel to various floors to pick-up and drop off work assignments; ongoing typing and repetitive motions when performing document edits and other administrative related duties.
  • Exposure to close visual acuity to perform computer activities on a screen.

             

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.


Compensation:


  • $95,000 to $110,000, annualized salary, plus discretionary bonus in December
  • Full health care benefits
  • Full dental benefits
  • 401k matching plan
  • PTO benefits
  • Free access to gym and locker room located on the first floor of our building
  • Free covered and secure parking
  • Private office 
  • Beautify and convenient office located near the Scottsdale Kierland