Chief Operating Officer

Brief Description

Reporting to the Managing Partner, this role encompasses a wide range of activities with involvement in all phases of operations, administration, personnel, IT, marketing, facilities, as well as a mix of CFO-level responsibilities. The COO works closely with the Managing Partner and Management Team on policy setting, problem solving, decision making, planning, organizing, and controlling the day-to-day activities of the firm. He/She is expected to help set the tone for the current performance and future vision of the firm, be self-motivated and committed, bring a visionary mindset that embraces new best practices and technology, and focus on improving processes, profits, service, and support so the firm can return value to our clients and community.

Requirements

Position Responsibilities

• Administration
• Arrange, develop agendas, and record minutes for partner meetings; in conjunction with Director, People and Culture, do same for management, and staff meetings.
• Co-Lead (with the assigned partner) Committee meetings. Develop action plans and follow up on action items to ensure completed by designated due dates.
• Assist with hiring, goal setting, performance and professional growth of Accounting and Office Administration, People and Culture, Marketing and Business Development, and IT staff.
• Analyze operations and identify areas to enhance and streamline firm procedures, systems, and forms.
• Motivate and hold accountable all individuals involved with key processes to meet time commitments.
• Facility
• Maintain integrity, appearance, and utilization of office and operation of facilities.
• Assist Managing Partner with leases, approval of expenses, individual office space, and expansion plans.
• Maintain inventory of firm assets, documents, and agreements in conjunction with designated member of firm management overseeing applicable area.
• Finance and Accounting
  

In Conjunction With Manager, Accounting And Office Administration

• Oversee accounting, financial reporting, client billing & collection and internal controls of the firm.
• Develop firm budget and provide timely & accurate analysis of variances, trends, and forecast.
• Monitor cash flow, negotiate terms, and maintain banking relationships in concert with Managing Partner.

• Leadership
• Work closely with Managing Partner and assist with firmwide and client communications.
• Participate with Partner group to develop and monitor firm strategic planning and annual goal setting.
• Oversee Administration teams to ensure periodic meetings, assessments, reviews, and feedback occur as scheduled.
• Work closely with Managing Partner and practice leaders to develop and manage business plans and profitability of core services lines, industry niches, and specializations.
• Marketing/Business Development
  

In Conjunction With The Director, Marketing

• Foster a culture of business development among all levels of associates
• Ensure all partners, directors, senior managers and managers have personal marketing plans and regular pipeline meetings
• Work with Managing Partner to develop and monitor short and long-term growth plans as well as any merger and new sector opportunities.
• Oversee preparation and execution of client surveys. Review analysis and communicate results.
• Oversee CRM objectives.
• Information Technology
  
  

In Conjunction With The Manager, IT

• Research and make recommendations for technology direction of the Firm
• Establish policies and procedures to support the IT infrastructure and to ensure security of information
• Ensure all IT related equipment and software is operational to minimize downtime and optimize associate efficiency
• People Development/Management
• Lead and manage partner review process and compile data needed.
• Create and implement annual staff time budgets and oversee monthly realization and time reports prepared by the Manager of Accounting and Office Administration.
• Work with department heads to prepare client project hourly budgets annually to manage workload of staff and outsourcing needs.
• People and Culture
  

In Conjunction With The Director, People And Culture

• Support/oversee activities and programs of People and Culture and assist in maintaining and enhancing a positive firm culture. This includes but is not limited to talent acquisition, onboarding, coaching, training & career development, performance, engagement & retention, policy development etc.
• Conduct compensation research and oversee the preparation of worksheets for compensation raises and bonuses.

• Operations/Practice Management
• In concert with the Managing Partner, Manager of Accounting and Office Administration, and Manager of Information Technology, identify, evaluate, and review practice management software and solutions.
• Annually update firm minimum fee schedule and billing rate increases.
• Prepare and analyze production metrics and firm KPIs
• Risk Management
• Assist Managing Partner in overseeing risk management environment and convey importance firm-wide.
• Negotiate and maintain adequate insurance coverage e.g., E&O professional liability, security breach, property and casualty, life insurance, and other appropriate policies. Maintain insurance schedules, policies, and files.
• Assist Managing Partner with coordinating selection and use of attorneys and risk management vendors.
  

Skills And Education Required

• Bachelor’s degree in business administration, finance, or accounting. Prefer MBA or CPA
• At least 10 years’ experience supervising and managing personnel and projects.
• Excellent written and verbal communication skills
• Ability to operate independently and self-manage projects.
• Results and profit oriented with ability to balance other business considerations.
• Strong leadership, project management and team building skills.
• Entrepreneurial and competitive spirit
• Proficient in Microsoft Office Suite, Excel, Word, Outlook. Ability to format documents and spreadsheets effectively and efficiently. Willingness and ability to learn and use new software applications.
• Knowledge of Sage 100 and CCH Axcess/practice management is preferred.
• Experience with the Entrepreneurial Operating System (EOS) for business is a plus.
  
  

Summary

Other Expectations

• COO is a full-time position and will most likely require time in excess of a standard work week in order
  
  

to get the job done.

• This position operates primarily in a professional office environment with the opportunity to work from home periodically.