Operations Manager

Description

KEW Legal in Sunny Isles Beach, FL is in search of a seasoned Operations Manager to join our dynamic team. Offering a competitive salary, this position presents the chance to oversee and enhance our legal operations. At KEW Legal, we take pride in our dedication to excellence and collaboration. As the Operations Manager, you will have a pivotal role in refining procedures and ensuring the efficient operation of our office. Your strategic mindset and leadership capabilities will be crucial in enhancing efficiency and productivity throughout all facets of our legal practice. Come be a part of KEW Legal, where your skills will have a profound impact on our ongoing prosperity.

Responsibilities

Administration of Key Business Systems:
• Creates, develops, implements and maintains strategies that promote and encourage the Firm's mission, in collaboration with the Owner.
• Oversees the creation and/or creates, reviews, and continually evaluates and improves the Firm's key systems (internal policies, external policies, procedures, checklists, templates, examples, scripts, etc.) in consultation with the Owner and Office Manager, including: marketing lead development, sales case intake, case resolution tracking, time tracking billing, finance and
• accounting, human resources and performance management, marketing and sales, and strategic planning for future growth across all platforms.
• Provides managerial, supervisory support for the Office Manager across their job functions, doing so in collaboration with the Owner.
• Ensures the Office Manager fulfills duties and responsibilities for administration of key business systems.

Finance and Accounting:
• Oversees financial systems in conjunction with the Office Manager: time-tracking, billing, trust account management, collections, bookkeeping, expense management, accounts payables, payroll.
• Plans and implements the Firm's annual forward-looking budget in conjunction with the Owner and Office Manager.
• Monitors financial statements and key financial reports, prepares budgets as requested, and advises the Owner regarding financial challenges and proposed solutions.
• Reviews Budget Variance Reports and other key financial reports to ensure overall health of Firm as well as ensure financial controls for areas under direct authority, in conjunction with the Owner and Office Manager.
• Assist Owner as needed in maintenance of the Operating, IOLTA Trust and Associate accounts; prepare and deposit funds as needed in the Firm's financial institution.
• Ensures the Office Manager fulfills duties and responsibilities for finance and accounting.

Timekeeping and Billing:
• In conjunction with the Managing Attorney and Office Manager, monitors the workflow pipeline to ensure matters and clients move progressively through established milestones and reach resolution in the prescribed amount of time; considers case/matter workflow management benchmarking from the systemic level to ensure personnel and processes are performing according to expectations.
• Design workflow processes and systems (SKUs) in concert with the Owner and Office Manager to build in professional and ethical representation and Firm profitability.
• Review Firm SKUs and workflows for efficiency, profitability, and staff capacity, in conjunction with the Owner and Office Manager.
• Addresses escalated client billing concerns as needed, in conjunction with the responsible attorney if needed.
• Ensures the Office Manager fulfills duties and responsibilities for timekeeping and billing.

Human Resources Management:
• Ensures the Office Manager's recruitment, hiring, onboarding and training of Firm employees:
• Ensures administrative and cultural aspects of attorney recruitment and hiring; onboard, train and monitor attorney-hires on all non-legal aspects of their position, including Firm policies and procedures, firm culture, case workflow expectations, and marketing involvement.
• Ensures all aspects of non-attorney personnel hiring; onboarding includes orientation as to Firm policies and procedures, job duties and requirements, and firm culture.
• Ensures implementation and enforcement of the Firm's personnel rules and employment policies.
• Ensures the proper termination policy and procedure is fully implemented following a Firm employee's departure.
• Maintains knowledge of current federal and state employment laws and codes.
• Oversees the management of unemployment compensation hearings and other actions regarding employment.
• Ensures the safeguarding of client and employee confidential information.
• Ensures the Office Manager fulfills duties and responsibilities for HR resources management.

Facilities/Workplace Management:
• Oversees strategic planning for the physical plant in conjunction the Office Manager and with annual business plans.
• Liaisons between the Firm and the landlord as needed.
• Ensures the Firm's emergency preparedness and disaster recovery protocols.
• Ensures the Office Manager fulfills duties and responsibilities for facilities and workplace management.
• Marketing:
• Creates, develops, implements and maintains the Firm's Marketing Plan, in collaboration with the Owner.
• Liaisons with the Firm's marketing vendors to ensure implementation of the Firm's marketing strategic goals in an effective cost-effective manner. Monitors marketing vendor metrics.
• Participates in marketing and networking events, workshops and presentations as requested/required.
• Ensures marketing support is adequate for potential new client intake, supportive client relations, and adequate post-representation contact maintenance.
• Assures maintenance of the Firm's Lawmatics contact database.
• In conjunction with the Firm's marketing vendor, oversees and assists in the creation, development, implementation and maintenance of the Firm's social media accounts.
• Assists in the creation, development, implementation and maintenance of the Firm's website.
• Oversees and assists in the creation, development, implementation and maintenance of the Firm's newsletter and blogs as well as print, digital and media campaigns.
• Ensures the Office Manager fulfills duties and responsibilities for marketing.

Professional and Personal Development:
• Attends continuing education seminars and workshops to further professional development.
• Maintains notary capabilities.
• Networks with other C-suite level professionals.
• Communicates effectively and professionally with Firm team members, clients, vendors, attorneys, paralegals, court personnel, peers.
• Fosters professional and personal development through additional enriching events and activities.
• Ensures the Office Manager fulfills duties and responsibilities for professional and personal development.

Qualifications

• Knowledge of law office administrative processes: personnel and facilities management, administrative functions, process development and implementation, case workflow, etc.
• Knowledge of general budgeting and accounting procedures, systems, terms, concepts and policies.
• Knowledge of accounting issues specific to law firms, including time and billing systems, collection procedures, trust management.
• Knowledge of human resource management systems, strategies, policies and procedures, as well as applicable federal and state laws.
• Knowledge of personnel training, management, disciplinary and motivational techniques and strategies.
• Knowledge of American Bar Association and State of Florida Bar Rules of Professional Ethics as if pertains to law firm management.
• Attention to detail; robust writing, grammar and proofing skills
• Highly organized; ability to multi-task proficiently
• Positive, friendly, and professional interpersonal skills in working with employees, clients, attorneys, firm personnel, vendors, etc.
• Must be able to work under the direction of the Owner, and be willing to contribute by performing any task needed.
• Able to exercise high levels of discretion, confidentiality, sensitivity and integrity.
• Able to follow directions, Firm policies and procedures.
• Able to perform sedentary desk work as well as duties requiring standing/bending/
• stooping; able to lift 20-25 lbs.
• 7+ years' experience in management in a law firm
• Proficient in Word, Excel, Power Point, Outlook, Adobe Acrobat
• High-school diploma and college degree required.