Now Hiring: Chief Operating Officer or Operations Manager, Part-time

POSITION OVERVIEW:

Salary range: $40,000 – $60,000 DOE/Neg.

Location: Virtual/home based

Reports to: CEO

Direct reports: 2 part-time (Special Projects Administrator, Administrator), part-time CFO

WHO WE ARE:

Launched in 2018, Vanst is a full-service virtual law firm based in San Diego. Vanst is a model disrupter. Vanst exists virtually: attorneys work from home or shared office space. This allows us to cut out the bloated overhead office and personnel costs and pay our attorneys 70% of what they collect. It is also a model disrupter because we believe that all people, regardless of race, gender, color or creed should be paid what they are worth and treated fairly. Vanst was born of the desire to provide a firm where attorneys are treated equitably, paid what they deserve, and exist in a culture that empowers them to do what they do best: practice exceptional law. All attorneys at the firm are partners with a minimum $250,000 book of business. Everyone works remotely connected by cloud-based software, business development training, and a shared culture of mutual support, integrity, and entrepreneurism.

POSITION SUMMARY:

The COO role has a dual focus: 1) Help the organization take the next step in growth and leadership, and 2) make sure the business functions support and promote the partners and the firm. The COO is responsible for overall financial management, as well as overseeing HR and general business operations. They are a member of the executive team and will, with the CEO, contribute to overall strategic planning and direction. The COO will be visible in the community, helping to raise the firm’s profile and reach.

This position could be held by an attorney partner of the firm who enjoys management and operations and may want to occupy the position full-time as the firm grows. The position could be held by an experienced operations management consultant who may become full-time as the firm expands.

The business model for virtual firms is innovative and constantly evolving and the COO will need to keep abreast of developments and innovations with an awareness of what the firm needs. The role will include attending legal events, conferences and meetings. It may also include speaking on behalf of the organization when the CEO is not available. The COO will serve as the bridge between the executive team and partners.

Key goals and priorities for the incoming COO will include:

  • Take full ownership of all business systems
  • Oversee finance, budget, and HR functions
  • Implement firm’s policies and procedures
  • Identify the firm’s short-term strategies for realizing the long-term goals established by the CEO
  • Assist the CEO with recruitment and strategies for growing the firm
  • Maintain and improve organizational culture

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Management & Operations:

  • Keep the organization focused on activities that drive revenue and legal excellence.
  • Manage the day-to-day business operations to assure quality in all aspects of administration, finance, and human resources.
  • Assist the CEO to vet new ideas, as well as create and drive firm strategy.
  • Enhance workflow by assisting the CEO in triaging requests and demands on both her time and the firm.
  • Facilitate increased coordination and communication between the partners, executive team and staff.

Organization & Culture:

  • Foster a collaborative spirit amongst the partners, executive team and staff through team building and enhanced communication.
  • Communicate the firm’s mission internally and externally to maintain the highest possible professional standards for legal work.
  • Spearhead professional development initiatives for the firm.
  • Support participation in firm and partner events.
  • Work with the firm’s CEO and partners to resolve any conflicts of interest.
  • Serve as steward of the firm’s culture, infusing support and integrity into the culture.

Finance:

  • Oversee the annual budget, in collaboration with the CEO and CFO.
  • Continuously monitor and report on revenue, cash, and actual vs. budgeted expenses to CEO.
  • Work with CFO to manage accounting records, ensuring accuracy and integrity of data.
  • Supervise timekeeping, disbursements accounting, and collectibles to ensure accounting systems are functioning effectively and efficiently.
  • Analyze weekly cash position and monthly financial statements of the firm with the CFO to make recommendations to the CEO as appropriate.

Human Resources:

  • Oversee new employee on-boarding.
  • Assist in drafting job descriptions, scheduling interviews, managing the hiring process and conducting disciplinary actions, if required.
  • Assist with management of finance and benefits.
  • Manage personnel files, reviews and legal compliance.
  • Develop and recommend updates to human resource policies and strategy as needed.
  • Serve as liaison for employee issues and concerns.

Infrastructure:

  • Oversee technology management.
  • Hire and manage vendors and implementing consistent protocols and standards.
  • Oversee contract development and management.

EDUCATION and EXPERIENCE:

  • A./B.S. in business, accounting, finance or similar field required. Juris Doctorate or equivalent also desirable.
  • Experience within the legal sector helpful but not required.
  • Understanding of law firm management, finance and working remotely.
  • Minimum 5 years of progressive management experience.
  • Exceptional interpersonal, leadership and management skills.
  • A strong, positive role model and coach, with a collaborative, team-oriented work style.
  • Exceptional planning and problem solving skills.
  • Demonstrated ability to understand complex firm budgets.
  • Excellent oral and written communication skills.
  • Experience managing external vendors.

COMPETENCIES:

  • Ability to work well with others in a fast-paced, entrepreneurial environment, and to multi-task and prioritize as the executive team evolves.
  • Preference for leading from the front, pitching in to assist at any level, as circumstances require.
  • Resiliency and the ability to hold firm as required.
  • Strong mind for systems and procedures.
  • Knowledge of federal, state and local legal compliance laws and rules of professional conduct.
  • Excellent writing skills.
  • Highly organized.
  • Comfortable with new technology and software.
  • Ability to work remotely without supervision.
  • Excellent follow-through.

LANGUAGE SKILLS:

Ability to read and interpret all forms of general business and law firm management publications, legal ethics, technical procedures, or governmental regulations. Advanced writing, editing and communication skills; must write clearly and concisely, with accuracy and creativity. Ability to effectively present information and respond to questions from groups or individuals. Must be able to communicate to individuals and groups with differing educational backgrounds and cultural norms.

COMPUTER SKILLS:

Advanced computer skills are essential. Command of MS Office Word, Excel, Outlook, Acrobat, Clio and Netdocs experience a plus, keyboarding, email applications, contact management and other computer skills required. Experience in PowerPoint and graphics design software a plus.

MATHEMATICAL SKILLS:

Basic mathematical skills such as the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Current driver’s license and automobile insurance in order to drive to meetings and speaking engagements.

To apply for this position, please send a resume and cover letter to Cynthia Morgan-Reed at cynthiam@vanstlaw.com.