Chief Operating Officer (COO) & Professional Legal Administraton #3005

Our client is seeking an experienced and strategic Chief Operating Officer (COO) / Professional Legal Administrator to join their leadership team. This executive-level role combines operational management with leadership insight and needle-moving projects, ensuring smooth and efficient business functions while providing high-level strategic and forward-looking input and directives. This person will work closely with the firm’s leadership including its managing partner and office manager overseeing all non-legal operations including human resources, finance, administration, marketing and technology as well as providing management and operations guidance to members of the legal team. The ideal candidate is an adaptable and results-oriented professional who thrives in a dynamic and collaborative environment and is dedicated to the firm’s growth and success. Key Responsibilities Leadership & Strategic Planning Partner with the firm’s Owner, Managing Partner or Executive Counsel to develop and implement the Business Plan, Budget, and Strategic Calendar ensuring alignment with growth, revenue and culture goals. Lead the development of staffing, operational systems, and strategic projects ensuring alignment with firm priorities. Drive annual planning, quarterly reviews and continuous evaluation of the firm’s operations. Oversee non-attorney staff management, including coaching, performance evaluations and professional development with direction to Managing Partner or Executive Counsel regarding legal team performance. Schedule and lead leadership meetings, quarterly reviews and performance management sessions. Human Resources Management Manage recruitment, hiring, onboarding, and performance evaluations for staff, ensuring role clarity and growth opportunities. Develop and enforce firm-wide personnel policies in compliance with legal standards. Oversee human resources operations, maintaining employee records and ensuring compliance with employment laws. Ensure all staff, including attorneys, meet continuing education and certification requirements. Administer compensation plans, benefits, and employee relations in coordination with the Owner and CFO. Business Systems Administration Lead the development and continuous improvement of business systems related to case intake, billing, financial management, human resources, risk management and marketing. Maintain thorough documentation of business systems, ensuring accessibility and regular audits for efficiency. Implement firm-wide procedures for risk management, data security and compliance. Collaborate with leadership to optimize workflow processes, including case management and financial systems. Financial Oversight Supervise the firm’s financial systems, including time tracking, billing, trust account management, payroll and bookkeeping. Assist the CFO in the development of the annual budget, monitor financial reports and provide analysis to ensure the firm’s financial health. Collaborate with the CFO and financial team to address budget variances and implement corrective actions as needed. Manage accounts payable and receivable to ensure proper financial tracking and compliance with firm policies. Marketing & Sales Supervise marketing and sales teams, ensuring effective execution of campaigns, lead generation, and client acquisition strategies. Monitor and analyze key performance indicators (KPIs) for lead generation, sales conversions, and client engagement to optimize ROI. Maintain ongoing communication with external vendors and evaluate marketing effectiveness. Key Competencies Leadership & Communication : Strong interpersonal and communication skills with the ability to lead teams, negotiate and resolve conflicts. Financial Expertise : Comprehensive knowledge of financial management, including budgeting, accounting, and cash flow specific to professional services operations. Human Resources & Compliance : In-depth understanding of HR best practices, employment law, performance management and employee development. Technology & Process Optimization : Proficiency in business systems and technology solutions to improve operational efficiencies. Legal Industry Knowledge : Solid understanding of legal ethics, billing practices, and the operational nuances specific to law firms, including time and billing systems. Qualifications A Bachelor’s degree in Business Administration; MBA is a plus. Significant experience in professional service firm operations with a strong background in overseeing business functions. Expertise in operational management and professional liability issues. Proven experience handling business challenges including compliance, negotiations and performance management. Demonstrated record of success leading people; Formal certifications in HR from HRCI, SHRM or comparable organization a plus. Familiarity with billing, collections, and database administration.

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