Chief Operating Officer

Philotimo-HR; Center Square (PA); On-site; USD 180,000 - 320,000; Full time

Job summary

Philotimo-HR seeks a Chief Operating Officer to guide a growing firm with financial insight and disciplined administration across finance, HR, technology, facilities, risk, and marketing support. This leader will work closely with the Executive Committee, setting strategy and owning the annual calendar with hands‑on execution.

The role requires strong financial acumen, change leadership, and the ability to implement systems and AI to improve operations while maintaining confidentiality and the

Qualifications

• Seven or more years leading operations across finance, HR, and technology with hands‑on payroll and retirement plan administration.
• Strong grasp of law firm economics with a track record of improving collections or realization.
• Exceptional organization, professional writing, negotiation, and discretion.
• Proficiency with Centerbase or comparable practice management software and financial reporting systems.

Responsibilities

• Advise the Administrative Partner, Executive Committee, and Partnership on operations, finance, growth, risk, and partner succession; support mergers and acquisitions.
• Prepare agendas and minutes for Partnership and Executive Committee meetings; support standing committees.
• Develop and apply firm policies, set annual calendar of meetings, holidays, and payroll; manage committee slate.

Skills

Leadership

Finance

HR management

Technology leadership

Operations management

Education

Bachelor’s degree in a related field

MBA or master’s degree

CLM designation

Tools

Centerbase

Microsoft 365

Payroll/HRIS

AI tools for business operations

Job description

The firm is seeking a Chief Operating Officer to lead the firm through its next stage of growth: a trusted advisor to the partnership and a steady, decisive leader who brings structure, strengthens financial performance, and guides the firm through administrative change. The COO oversees finance, people and benefits, technology, facilities, risk, and marketing support so attorneys can focus on practicing law.

This is a working leadership role, strategic enough to guide the Executive Committee with financial insight, and hands‑on enough to own the details of a full annual calendar. It suits a leader who thrives in a fast‑paced, growing firm.

The Person We’re Seeking

• Steady and decisive. You set clear guidelines and apply them consistently. When the answer is no, you say so with tact, so the firm runs as a business.
• Trusted and well-liked. You earn partners’ confidence through sound judgment and an even temperament, keep ego out of it, and know which issues are worth pressing.
• Financially minded. You turn financial data into practical recommendations, focusing on revenue, collections, and forecasting.
• A change leader. Nimble and adaptable, you bring people along through new systems and processes, including thoughtful use of technology and AI.
• Discreet and organized. You keep partner compensation, partnership deliberations, and employee matters confidential, and you run a disciplined calendar.
• Firm-minded. You build on the firm’s history, mission, and values, and help a growing partnership work as one firm.

Key Responsibilities

Firm Leadership and Governance

• Advise the Administrative Partner, Executive Committee, and Partnership on operations, finance, growth, risk, and partner succession; support the firm through partner transitions and the integration of new partners; assist with mergers and acquisitions.
• Prepare agendas and minutes for, and attend, Partnership, Executive Committee, and practice group leadership meetings; support the firm’s standing committees.
• Develop, communicate, and consistently apply firm policies, procedures, and guidelines; set the annual calendar of meetings, holidays, and payroll, and the annual committee slate.

Finance and Accounting

• Monitor daily cash and credit balances and approve payments; oversee the Accounting and Billing teams across billing, collections, AP/AR, trust accounting, and cash flow, and drive improvement in billing, collections, and realization.
• Lead the monthly close and general ledger review, the annual budget and year-end projections, and year-end close and tax filings with the outside accountants.
• Analyze profitability and performance; build forecasts and make strategic and operational recommendations to the Executive Committee; review standard billable rates annually; manage partner draws and relationships with banks and financial partners.
• Report associate billable hours monthly to practice group leaders and supervisors; run the annual associate bonus, salary, and compensation review.
• Administer of counsel production bonuses and agreements, committee stipends, the review of non-equity partner levels, and staff holiday bonuses.

People and Benefits (with the HR Administrator)

• Oversee recruiting, onboarding, and retention of attorneys and staff, including summer and law clerk programs.
• Process bi-weekly payroll and maintain HRIS data; lead staff and associate performance reviews, employee relations, employment law compliance, and training.
• Serve as Plan Sponsor for the 401(k) and Profit‑Sharing Plan, including funding, compliance testing, Form 5500, participant notices, and investment committee reviews with the plan’s advisor and administrator.
• Manage health and welfare renewals, open enrollment, COBRA, EAP, and ACA reporting.

Risk, Insurance, and Compliance

• Manage insurance renewals (professional liability, EPLI, cyber, crime, general liability, and workers’ compensation) and annual risk management training.
• Maintain entity, regulatory, and tax filings; attorney and IOLTA registrations; and bar memberships.
• Oversee new matter intake review, records retention, confidentiality, data security, business continuity, and emergency preparedness.

Technology, Facilities, and Vendors

• Partner with the IT Coordinator, technology committee, and outside consultants on practice and document management, legal research, Microsoft 365, cybersecurity, and disaster recovery.
• Get full value from the firm’s practice management and billing system (Centerbase), and identify practical uses of AI and automation in administrative and finance workflows, within the firm’s guardrails.
• Manage the firm’s offices, including leases, landlord relationships, maintenance, space planning, and workplace safety; negotiate and review vendor contracts and subscriptions annually.

Marketing and Client Experience

• Partner with the Marketing Coordinator and business development committee on firm-wide initiatives, rankings and recognition, publications, and client events, and build operational systems that strengthen client service.

Leadership and Firm Community

• Lead the HR Administrator, IT Coordinator, Marketing Coordinator, and Accounting and Billing teams through clear priorities, coaching, and accountability; lead staff meetings and steward the firm’s traditions of appreciation, celebration, giving, and wellness.

Qualifications

• Seven or more years leading operations across finance, HR, and technology, including hands‑on payroll and retirement plan administration, staff supervision, change leadership, and direct work with partners or an executive committee. Law firm leadership at a firm of roughly 50 to 100+ attorneys strongly preferred; other professional services considered.
• Strong grasp of law firm economics, with a track record of improving collections or realization and using financial data to guide decisions.
• Exceptional organization; clear, professional writing (agendas, minutes, and reports); skilled negotiation; sound judgment; and complete discretion.
• Proficiency with Microsoft 365, legal practice management (Centerbase or comparable preferred), payroll/HRIS, and financial reporting systems; working knowledge of AI tools for business operations.
• Bachelor’s degree in a related field preferred; MBA, master’s degree, or CLM designation a plus.

What Success Looks Like

A firm that runs as a well‑managed business: clear guidelines applied consistently, stronger collections and forecasting, technology that works for the firm, and deadlines met. Partners spend more time practicing law and see their COO as a trusted advisor.