Manager of Operations
McKinnon Legal
Miramar, FL US
Posted ago
McKinnon Legal
Do you have a passion for organization and love building better systems to help businesses succeed? We’re in search of an office manager to work at the helm of our office operations and set expectations with our office staff that meets our high-quality standards. We encourage applicants who are inspired by new opportunities, motivated by challenges, and ready to get started. Apply now!
Responsibilities
  • Oversee our day-to-day operations, manage administrative assistants, and perform secretarial duties
  • Communicate with third-party vendors, contractors, service providers and customers as a representative of our organization
  • Optimize office policies and procedures to meet internal needs while upholding our business standards
  • Execute other office administration and human resources tasks as assigned
  • Streamline office systems including organizing filing systems, ordering office supplies, maintaining office equipment, scheduling team member meetings, and optimizing the organizational budget

  • Approve time off, scheduling, and coverage of work duties
  • Ensure all staff follow policies and procedures
  • Review quality of work
  • Give employees regular, timely, specific feedback
  • Do 1-1s with each employee to ensure open communication and employee engagement
  • Liaison to Firm Administrator (currently the Owner) with recommendations for performance issues, needs to hire/fire/performance plans and performance evaluations
  • Performs audits & spot-checks to ensure policies and procedures are being followed and operating as intended
  • Proactively provides feedback and data to the Administrator regarding the effectiveness of processes, quality of work product, employee performance, and staffing needs
  •  If issues are discovered, researches, documents, and figures out whether the problem is a flaw in the process, a problem that can be solved with technology/new process, or whether the problem is personnel-related (performance, not following processes, etc.)
  • Recommends to the Owner/Administrator a course of action and if approved, revises the policy and procedure, fixes the technology or finds a new technology solution, trains employee/team
  • Implements Owner/Administrator decisions to include relaying feedback and recommended courses of action, employee training, direct fixes, and purchases of technology and other approved solutions
  • Works with the Administrator to identify systems that need to be created or improved
  • Proposes ideas and plans to optimize the use of technology to improve efficiency, productivity, and profitability
  • Using reports and case review meetings ensures clients and matters move through the workflow pipeline at the right pace and that tasks are completed on time. Report to the Administrator/Owner weekly and ensure case status meetings occur at least monthly
  • Oversees time-keeping and billing functions
  • Reviews case management system weekly for the quality and timeliness of time entries/documentation of work done. Contacts attorneys and paralegals to ensure we have accurate records of time worked on each case
  • Advises billers of needed corrections to typos, grammar errors, and ensures proper sentence structure. Coordinates with billers to resolve apparent errors where time is entered on the wrong matter of entries appear to be duplicated
  • Coordinates with billers to improve descriptions of activities to ensure the bills demonstrate progress and value
  • Collects records of expenses of costs advanced to clients and updates the case management system and accounting system accordingly
  • Identifies for the Administrator/Owner where billable records exceed Firm guidelines/timeframes for activities
  • Reports to Administrator/Owner regarding patterns of quality or timeliness and other training or performance issues
  • Monitors and manages the installment payments to ensure the timeliness of payments
  • Works with clients to address questions and concerns related to billing and payment and provides customer service to resolve issues and save relationships
  • Works with the client, Merchant Service Provider, and credit card company to resolve disputes and requests for “chargeback” or refund. Issues refunds with the express approval of the Owner
  •  Oversees A/R collections and case withdrawal process
  • Contacts clients whose payments are not timely received
  • Advises Controller/Administrator/Owner of clients who will not pay and have A/R older than one billing cycle
  • Initiates the first phase of A/R collections calls in accordance with Firm policies and procedures.
  • Manage withdrawal process based on the Client Non-Payment and Collections Policy and Procedures
  • Notify Legal Team when withdrawal from a case is necessary; gathers red rubberband files and updates case management system
  • Accepts payments or negotiates installment plans in accordance with Firm policies and procedures. Obtains approval from Controller/Administrator/Owner prior to committing the Firm to a non-standard agreement
  • Gathers metrics and creates reports
  • Collects weekly and monthly report packages for Owner, Administrator prior to scheduled meetings
  • Reviews case management system, CRM, billing reports, and other sources of data to prepare reports on leads, consults, sales, age of the case, client contact needed, cases open, cases closed, average case value, and other critical metrics.
  • Oversees and manages vendors and inventory
  • First point of contact for maintenance and improvement of the firm’s software applications (case management, contact management, calendaring, email, word processing, time tracking, etc.)
  • Oversees and manages any software updates, migrations, or conversions
  • Manages and implements firm physical plan inventory and planned replacement policies
  • Administers computer backup systems
  • Purchases office supplies within the budgeted amount
  • Researches and receives approval for the purchase of office equipment & furniture
  • Coordinates delivery and installation of equipment and furniture
  • Manages the telephone system
  • Manages the resource library, including all reference materials and subscriptions
  • Liaison between the firm and website vendors including preparing a report regarding website performance, functionality, and status of campaigns
  • Liaison between the Firm and the landlord, to ensure maintenance activities are performed, facility problems are solved, parking is made available to employees, cleaning services are satisfactory, etc.
  • Liaison between newsletter vendors
  • Assists the Owner/Administrator with staffing
  • Make approved edits to job descriptions
  • Draft and post recruitment ads
  • Communicate with candidates on behalf of the firm to answer questions, send written interviews, and gather responses for the Owner’s review
  • Schedule in-person interviews and participate in interviews as needed
  • When approved, send job offers and obtain the signed agreements
  • Initiate the on-boarding program following the firm’s policies, procedures, and checklists (ensure forms are completed, appointments are on calendars, new employee offices & accounts are set up, personnel files are created, etc.)
  • Arranges for back-up and provides back-up (if needed) when support employees are absent
  • Schedules and executes training meetings and programs as directed by the Owner/Administrator
  • Ensures operation of the performance evaluation system by scheduling appointments on participants’ calendars, tasking due dates for drafts and finals, and making substantive recommendations to the Administrator regarding performance, attendance, and conduct
  • Oversees the Firm’s records retention and information storage & retrieval (case management, contact management, personnel/payroll, document storage, etc.)
  • Prepares weekly Dashboard and Project/Status Report for the Owner (pulling reports and gathering data provided by vendors) and attends weekly Admin meeting with the Owner/Administrator
  • Monitors tasks and workflows
  • Handles special projects of significance assigned by the Owner/Administrator
  • Other duties as assigned

Qualifications
  • High school graduate, G.E.D. recipient, or equivalent
  • 2 years of management experience or similar work experience required
  • Must possess exemplary problem-solving, communication, and time management skills
  • Basic computer skills including experience with Microsoft Office
Compensation
$55,000 - $65,000 DOE
About McKinnon Legal

McKINNON LEGAL's passion lies in bringing about better solutions for the family litigation clients we serve. We aspire to expand her practice to a multiple-lawyer organization to serve more families going through hard times coping and resolving a myriad of issues, including co-parenting, timesharing, the amicable division of assets acquired during the marriage, support and other ancillary matters related to the family. We enjoy bringing people out of difficult situations and are grateful when they let us know how our firm has made a huge impact on the trajectory of their futures. We love bringing resolution to acrimonious situations and helping post-divorce parties live better.

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