Law Office of Herbert Patty

The Law Firm Operations Manager is responsible for the day-to-day administrative, financial, and operational management of the law office. This position oversees bookkeeping, billing, compliance, employee administration, client records, technology accounts, vendor relationships, and office operations. The successful candidate must be highly organized, trustworthy, detail-oriented, and comfortable working independently.

This is a key leadership position responsible for ensuring the firm's operations run efficiently while allowing the attorney to focus on legal work and client service.

The Law Firm Operations Manager is responsible for the day-to-day administration and operational management of the law office, ensuring that all business, financial, compliance, technology, and administrative functions are performed efficiently, accurately, and on schedule. The Operations Manager will oversee the firm's financial operations by managing QuickBooks, reconciling bank accounts, recording all income and expenses, maintaining client ledgers, generating invoices, applying and satisfying client payments, monitoring accounts receivable, preparing monthly financial reports, coordinating with the firm's CPA, assisting with tax filings, processing payroll, issuing Forms 1099, managing contractor compensation, paying vendors, and maintaining accurate financial records. When applicable, the Operations Manager shall also oversee client trust accounting and ensure compliance with all applicable trust accounting rules and procedures.

The Operations Manager shall administer the firm's legal operations by maintaining and organizing all electronic and physical client files, creating new client matters, organizing and archiving closed files, managing document retention policies, maintaining document templates, monitoring internal and external deadlines, coordinating the attorney's calendar and meetings, tracking active matters, and preparing periodic administrative and operational reports. The Operations Manager will also maintain the firm's client database by updating client contact information, maintaining client communication records, managing engagement agreements and engagement letters, monitoring unsigned engagement documents, tracking conflict waivers, maintaining client intake records, and ensuring that client information remains accurate, secure, and current.

The Operations Manager shall be responsible for monitoring and maintaining the firm's regulatory and administrative compliance requirements, including California State Bar reporting obligations, Minimum Continuing Legal Education (MCLE) compliance, professional corporation filings, Secretary of State filings, Franchise Tax Board filings, business licenses, registered agent information, malpractice insurance renewals, cyber liability insurance, general liability insurance, workers' compensation insurance, trust accounting compliance, client file retention requirements, and any other regulatory obligations applicable to the firm's practice.

The Operations Manager shall oversee employee administration by coordinating onboarding of new personnel, maintaining personnel records, facilitating employee training programs, scheduling and tracking continuing legal education and other professional development activities, maintaining human resources files, tracking vacation and paid time off, maintaining the employee handbook, coordinating employee benefits enrollment, scheduling performance reviews, and assisting management with general personnel administration.

The Operations Manager shall administer the firm's technology infrastructure by managing user accounts, subscriptions, licenses, and administrative access for Microsoft 365, Google Workspace, QuickBooks, Stripe, MyCase, AppColl, Dropbox, OneDrive, Google Drive, password management platforms, cloud storage services, email systems, website vendors, domain registrations, and other technology platforms utilized by the firm. This responsibility includes coordinating software implementation, maintaining subscription renewals, ensuring appropriate user permissions, and supporting the firm's technology needs.

The Operations Manager shall oversee the firm's information security and cybersecurity administration by maintaining password vaults, managing multi-factor authentication, safeguarding client passwords, maintaining software licenses, administering user access permissions, verifying data backups, implementing data retention policies, and monitoring compliance with the firm's cybersecurity procedures and security checklists to protect confidential client and firm information.

The Operations Manager shall maintain administrative access and credentials for the firm's client-related accounts and government filing systems, including the United States Patent and Trademark Office (USPTO), client trademark and intellectual property portals, corporate filing systems, state agency portals, cloud storage platforms, payment processing systems, government filing websites, and other client-authorized online accounts necessary for the firm's representation of its clients.

The Operations Manager shall coordinate the firm's relationships with outside professionals and service providers, including certified public accountants, bookkeepers, information technology consultants, website developers, insurance brokers, payroll providers, office vendors, recruiting firms, and other third-party service providers. The Operations Manager shall monitor vendor performance, coordinate renewals and service agreements, maintain vendor records, and facilitate effective communication between the firm and its external partners.

Finally, the Operations Manager shall oversee the firm's general office operations by developing and maintaining administrative procedures, improving operational workflows, purchasing office supplies and equipment, maintaining office equipment, coordinating shipping and mail services, managing software and service subscriptions, maintaining electronic and physical filing systems, creating and updating standard operating procedures (SOPs), maintaining the firm's operations manual, documenting internal processes, identifying operational efficiencies, and performing all other administrative and operational duties reasonably necessary to support the successful operation and continued growth of the law practice.