Director of Operations

Job Description:

Position Summary

The Director of Operations is an integral member of the firm leadership team. Reporting to the firm's Chief Operating Officer and working closely with the firm's Managing Partner and Senior Administrative Team, the Director of Operations will execute strategic initiatives to ensure the firm's administrative functions operate smoothly and efficiently, and will contribute to overall firm strength and growth. This role involves working closely with partners, practice groups, and the staff to deliver white-glove service and to adopt best practices to maintain high firm standards comparable to the best-in-class in the legal industry. The ideal candidate will possess an entrepreneurial spirit and be a natural connector between people and ideas. They will also be strategic and forward-thinking, and will be expected to be aware of best practices in the law firm space, think outside the box and develop new ideas/approaches, and identify ways to improve administrative operations for the benefit of the firm. This position will require the candidate to work both in the NY office and remotely.

Primary Job Functions

* Oversee the day-to-day administration of the office, ensuring smooth and efficient operations.

* Manage lease agreements, determine space usage, plan and execute moves to create an optimal work environment. Coordinate with building management on facilities issues to maintain a safe and functional work environment. Ensure that proper repairs and replacements are made to the office space to keep same clean, and operational in a first-class manner.

* Strategically manage and coordinate space and resource requirements for the office. Manage office space assignments and coordinate in-house office moves and lateral attorney integration to optimize space utilization and meet operational needs.

* Develop and manage the office operating and capital budgets, ensuring financial accountability and optimal resource use. Review and approve expenditures. Perform periodic review of actual spend against budget. Prepare forecast updates throughout the year.

* Select and engage local service providers, negotiate contract terms and maintain effective working relationships with vendors. Perform periodic analysis of major vendor contracts and seek competitive bids.

* Work with firm leadership on budgeting, financial planning and cost control.

* Work with Managing Partner, COO and CFO on client account receivables (AR) and the AR process to ensure successful collections.

* Track key operational metrics, analyze data, and provide insights to inform decision-making and improve performance.

* Ensure compliance with legal and ethical regulations and regulatory requirements, including client confidentiality.

* Oversee the firm's risk management policies, including insurance and liability coverage, in coordination with outside counsel, when needed.

* Oversee the firm's Records & Conflicts process to ensure operational efficiency and the firm's Office Services Department to ensure delivery of white-glove service.

* Oversee and mentor firm's Practice Assistant, Document Services and Reception groups to ensure all are operating at a high level and delivering exceptional guidance and support to the firm and its clients, and ensure such employees are developing professionally.

* Identify opportunities for administrative and operational improvements and cost savings.

* Develop policies and procedures and implement technology solutions to streamline and improve firm administration and operations work flows.

* Manage catering costs and ensure orders are booked to expense promptly and accurately.

Job Requirements:

Specific Skills, Knowledge and Abilities Required

* Ability to perform in a highly active, fast-paced role. Smart, analytical, creative, and driven to create improvements within the firm, and an ability and desire to challenge both themselves and the status quo.

* Client-focused approach and commitment to first-class/white-glove service, with a strong sense of urgency and attention to detail, while keeping calm and instilling confidence.

* Reliable and punctual, with a pleasant demeanor and a ``no job too big or small'' attitude.

* A quick learner, thinker and executor, with demonstrated enthusiasm, perseverance and dedication. A willingness to learn even when the concepts may be challenging and the goals may appear daunting.

* Ethical and trustworthy, must have a polished, professional presence with the ability to demonstrate good judgment and discretion. Must maintain a courteous manner in all dealings and present as a leader both within and outside of the firm.

* Must be computer proficient with excellent technological skills, including proficiency in Word, Excel, PowerPoint and Adobe Acrobat. Other software skills including web interfaces, Zoom and MS Teams, CRM and database management. Must be highly organized, detail-oriented, with a passion for driving change and a desire to improve delivery processes and quality standards.

* Ability to write effectively, concisely and persuasively.

Education and Experience

* Bachelor's Degree Required.

* Law firm experience required; with a minimum of 10 years of administrative or operational experience. Must have experience successfully managing and developing junior team member(s).