Legal & Business Operations Manager Open

We are seeking a highly capable Legal & Business Operations Manager to join our accounting firm as soon as possible.

This is a client facing position for a professional with a required law degree exceptional English communication skills strong organizational abilities and demonstrated managerial potential.

The individual will initially assist with legal and professional drafting client correspondence administrative matters and coordination. The expectation however is that this person will learn the firms complete operation and develop into a key member of management who can coordinate team members manage workflows communicate with clients and help ensure matters move from assignment through completion.

This is not a traditional administrative assistant position. We are looking for someone who can think critically communicate professionally take ownership coordinate others and understand the broader operation of the firm.

Core Responsibilities

Responsibilities will include:

Draft engagement letters abatement letters response letters and other formal correspondence

Review documents and supporting information to understand client matters

Prepare professional communications on behalf of the firm

Communicate directly with clients regarding requests documentation status updates and next steps

Explain matters to clients clearly and professionally

Gather information from clients and ask appropriate follow up questions

Coordinate client matters with accountants CPAs administrative staff management and other team members

Track outstanding assignments documents deadlines and client requests

Follow up consistently with clients and internal team members

Identify missing information and determine what is required to move matters forward

Proofread and review documents for accuracy completeness grammar and professionalism

Maintain organized documentation and records

Assist management with administrative and operational responsibilities

Client Communication

This is a client facing role and exceptional English communication skills are required.

The successful candidate must be able to represent the firm professionally when communicating with clients by telephone video conference email and written correspondence.

We need someone who can listen to a clients situation understand the underlying issue organize the relevant information and explain complicated matters in clear and understandable English.

The individual must be able to:

Speak fluent and professional English

Articulate ideas clearly and confidently

Explain processes and complex matters in terms clients can understand

Conduct professional client calls and meetings

Ask intelligent and relevant questions

Communicate next steps and expectations clearly

Write polished professional correspondence

Handle difficult or confused clients professionally

Provide clients with appropriate status updates

Recognize when a matter requires escalation to a CPA accountant attorney or management

Communicate confidently on behalf of the firm while understanding the limits of their authority

Strong written English alone is not sufficient. Professional verbal communication and the ability to articulate and explain matters to clients are essential requirements for this position.

Operations & Workflow Management

The individual will be expected to develop a comprehensive understanding of how the firm operates.

As that knowledge develops responsibilities will expand to include:

Coordinate work among accountants administrative staff management and other team members

Understand how client matters move through the firm from intake through completion

Monitor open matters and outstanding assignments

Make sure responsibilities have clear ownership

Follow up with team members regarding incomplete work

Monitor deadlines and priorities

Coordinate handoffs between team members

Identify bottlenecks and communication gaps

Help improve internal workflows and procedures

Document and standardize recurring processes

Participate in operational meetings and track resulting action items

Help management implement new processes and systems

Escalate problems before they become urgent

Maintain visibility into outstanding client matters

Help ensure client requests and internal assignments do not fall through the cracks

Proactivity & Ownership

We are specifically looking for someone who takes ownership rather than waits for instructions.

If a client has not responded follow up.

If a team member has an outstanding assignment check its status.

If information is missing determine what is needed.

If a deadline is approaching raise the issue before the deadline.

If something is preventing a matter from progressing identify the problem and work with the appropriate people to resolve it.

If a workflow repeatedly creates problems bring the issue to management and help develop a better process.

The person in this position should constantly understand:

What needs to happen next

Who is responsible

When is it due

What are we waiting for

Has the client been updated

What is preventing completion

Required Qualifications

Law degree required

Exceptional spoken and written English

Ability to articulate and explain complex information clearly

Strong professional writing and drafting ability

Strong client facing communication skills

Excellent judgment and professionalism

Strong organizational and follow up skills

Managerial or leadership capabilities

Ability to coordinate multiple people and assignments

Ability to prioritize competing responsibilities and deadlines

Strong attention to detail

Ability to learn complex business processes quickly

Ability to work independently and take ownership

Strong problem solving and critical thinking skills

Comfortable holding others accountable for outstanding responsibilities

Strong computer skills and ability to learn new systems

Preferred Experience

Experience in one or more of the following areas is highly desirable:

Accounting firms tax practices professional services firms legal practices tax correspondence engagement letters penalty abatement letters IRS or state tax matters client management operations management project coordination or workflow management.

An active attorney license is beneficial but is not required unless otherwise specified.

Long Term Opportunity

We are not looking for someone who wants to remain solely in an administrative support position.

The goal is to develop this individual into someone who understands the firms operations clients staff systems and workflows well enough to become a trusted operational resource for firm leadership.

The right candidate should have the potential to take increasing responsibility for client coordination staff coordination workflow management operational oversight and internal process improvement.

We are looking for someone who wants to learn the business take responsibility develop leadership skills and grow with the firm.

Immediate availability is strongly preferred.