Legal COO - Law Office of Pietro Canestrelli, a Tax Controversy Boutique, APC : Job Details

Are you a driven and strategic professional with a strong background in law firm administration? Are you ready to play a pivotal role in a growing law firm, with responsibilities spanning all areas of business operations, financial management, and leadership? If so, we'd like to meet you.

Our established law firm is seeking a Professional Legal Administrator—also known as a “Legal COO”—to work directly with the firm's Owners in overseeing every facet of the business operations (excluding the practice of law itself). This executive-level role combines elements of strategic planning, project management, and critical oversight of administrative and financial functions, making it ideal for a seasoned professional ready to drive meaningful growth.

This is not an Office Manager or Administrative Assistant position. We are looking for someone who has successfully scaled law firm operations between $5 - $10 million in gross revenue, has experience leading teams of 15+ employees, and is well-versed in metrics and KPI-driven management. This is a role akin to an Executive Director, Director of Operations, or Controller.

Responsibilities

Leadership and Strategic Planning

• Collaborate closely with the Owners to develop the Business Plan, Budget, Marketing Plan, and Strategic Calendar, with quarterly planning for growth targets, revenue, profit, and culture.
• Create and implement the Staff Plan, Systems Plan, Facilities Plan, and the strategic project calendar to support growth.
• Lead and manage all non-attorney staff, conducting performance evaluations, one-on-ones, and regular team meetings to drive employee engagement and performance.

Human Resources Management

• Oversee recruitment, hiring, onboarding, and performance management for non-attorney staff, ensuring every team member has a clear job description and KPIs.
• Supervise the HR function to maintain compliance with state and federal regulations, implement personnel policies, and manage employee benefits and payroll.

Financial Oversight and Business Metrics

• Work with the CFO and Bookkeeper on budgeting, financial forecasting, and reporting, including budget variance, P&L, and cash flow management.
• Monitor and analyze financial metrics, implementing solutions to ensure revenue targets are met and costs are managed effectively.
• Drive the use of key financial and operational metrics to make data-driven decisions.

Business Systems and Workflow Management

• Develop, document, and oversee the implementation of the Firm's core systems, including case intake, billing, payments, collections, client communications, and time tracking.
• Perform regular audits of business systems to ensure policies and procedures are being followed and processes are operating as intended.
• Manage technology, risk management, facilities, and vendor relationships to ensure efficiency and cost-effectiveness.

Marketing and Sales Coordination

• Ensure marketing and sales metrics are tracked and evaluated, assessing the ROI on campaigns and overseeing lead tracking and conversion rates.
• Collaborate with the Marketing Director and other stakeholders to ensure client acquisition and retention goals are met.

Executive-Level Authority

• Report directly to the Owners, collaborating with the CEO, CFO, and CMO, and serving as the main point of contact for business operations.
• Manage purchasing and firm-wide commitments in line with established policies, and exercise hiring and supervisory authority over non-attorney staff.

Key Performance Indicators:

• Achieve a 60% annual growth rate.
• Maintain a 25% gross profit margin.
• Ensure 90% of project-based deliverables are accomplished on time and within budget.

Qualifications

Education & Experience Requirements:

• Bachelor's degree in Business, Accounting, or a related field (or equivalent work experience) MBA preferred.
• Familiarity with the latest technology trends, HR best practices, and profitability strategies within the legal industry.
• Knowledge of Association of Legal Administrators (ALA) standards and practices is a plus.

The right candidate will have:

• Proven Experience: At least 5+ years in a law firm administration or equivalent professional services role, with experience managing at a minimum a $5 million budget and a team of 15+ employees.
• Strong Business Acumen: Expertise in law firm budgeting, bookkeeping, and financial analysis. Experience scaling operations to meet ambitious revenue targets.
• Exceptional Leadership Skills: Ability to lead change, coach and develop employees, and foster a positive work environment.
• Metrics-Driven Mindset: Passion for using data and KPIs to make informed business decisions.
• Strategic Vision and Tactical Execution: Experience managing projects from concept to completion, with a focus on continuous improvement.

Ideal Candidate Behaviors and Attitudes:

• Solution-focused, with a proactive approach to problem-solving.
• Able to balance work and life priorities and maintain a positive, professional demeanor.
• High emotional intelligence, empathy, and conflict-resolution skills.
• Confident in driving change and building a culture of accountability, efficiency, and excellence.