Chief Operation Officer
Legal Firm Dublin 2
ACCOUNTS
Accounting Postings
• Compliance with Solicitors Accounts Regulations
• Liaison with Firm’s accountant and book-keeper
• Day to day responsibility for accounts
• To keep the firms accounts up to date
• Significant data entry – speed and accuracy essential
• All bank reconciliations and all other reconciliations
• Credit Control
FEE GENERATION
• Regular Fee Earner meetings to discuss WIP/monthly/annual targets;
• Monthly forecasting and cash flow analysis for the Partners;
• Fee Earner Annual Bonus Computation
STAFF RESOURCING
• Appropriate allocation of work to legal secretaries + clerks
• Sourcing of temporary staff where appropriate
HUMAN RESOURCES
• Supervision of secretarial and administrative staff
• Recruitment of secretarial and administrative staff
• Training of secretarial and administrative staff
• Induction process for new staff
• Maintain records of sickness/holidays
FACILITIES
• Provision of appropriate facilities for staff
• Office equipment and the related maintenance contracts
• Liaison with service providers eg: cleaners, electrician
• Ensuring facilities comply with Health & Safety regulations
• Management of public areas e.g. reception, meeting rooms
• Management of car parking spaces
PURCHASING
• Ordering of office supplies/supervision of stock levels
• Purchase agreements with external suppliers
INFORMATION TECHNOLOGY
• Liaison with external providers to ensure that IT infrastructure is appropriate for the needs of the practice
• IT usage policy e.g. e-mail policy
• Phone system
• Management/understanding of Case Management system
COMMUNICATIONS – Internal
• Efficient flow of information within the practice
• Processes for incoming/outgoing post/faxes
• Internal distribution
• Management of external couriers
• Document security e.g. wills and deeds
• Organise social events
COMMUNICATIONS – External
• Maintenance of website
• Maintenance of online presence
• Securing articles from solicitors to keep the profile current
• Managing performance of the case management system
PERSONAL FILES
• Property management
• Confidential letters etc. for principal
THE PERSON
• A minimum of 2 years experience in a similar role
• Previous experience in a legal practice is desirable but not essential
• Staff management experience is essential
• A highly motivated individual
• Highly developed organizational skills with an ability to take on and complete tasks within agreed time-scales
• Proven ability to take responsibility and act on own initiative
• Highly Professional - committed to excellence in approach to work
• Working knowledge of Microsoft Office
• Capacity to communicate effectively
• Appreciation of the sensitive nature of the information that the post holder will be privy to and the need for absolute discretion and trust