Operations Manager

Earned; Walnut Creek (CA); On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

Health insurance

401(k) matching

Competitive compensation

Job summary

Earned is seeking an Operations Manager in Walnut Creek, CA, to oversee day-to-day operations, client intake, matter assignment, and non-attorney staff, directly supporting the firm’s annual revenue goal. This in-person role requires leadership across facilities, processes, and technology to drive efficiency and client outcomes.

You will manage non-attorney teams, implement AI and automation where it adds value, and collaborate with the firm’s attorneys to keep operations aligned with growth

Qualifications

• 5+ years of experience in office or operations management.
• At least 2 years supervising staff.
• High school diploma or equivalent; Bachelor's degree preferred.

Responsibilities

• Direct reports include the receptionist, biller, and marketing assistant.
• Oversee office facilities, vendor relationships, and office budgets.
• Own and optimize firm operational workflows, including intake and billing.
• Lead AI and automation initiatives across firm processes.
• Track profitability and report performance against revenue goals.
• Coordinate client intake, matter assignment, and workflow.

Education

4 Year Degree

Job description

Show Map

• Location175 Lennon Lane, #200, Walnut Creek, CA, 94598, United States
• Employee TypeFT Exempt
• Required Degree4 Year Degree
• Manage OthersYes
• Minimum Experience5 Years

Contact information

• NameRecruitment
• Phone[phone]
• [e-mail]

Description

Compensation Transparency

Salary Range: $80,000 - $100,000

This role is in-person at our Walnut Creek, CA office.

At Earned, we are committed to fair and transparent compensation. Base salary is market-driven and determined at the time of offer based on benchmarks such as role-specific market data, company stage, and factors such as internal equity, relevant experience, interview performance, location, and level.

About DMC (an Earned Company)

We’re not your average law firm. We specialize in serving healthcare professionals with a high standard of excellence—and we know how to have fun doing it. You’ll work with great people, meaningful clients, and enjoy room to grow professionally.

About EarnedEarned is a category-defining, first-in-kind tax-smart financial services firm dedicated to serving doctors, their families, and their practices. Our goal is to be the only financial partner doctors need by seamlessly integrating personal and practice-based solutions to maximize their wealth potential and drive better financial outcomes.

We bring together tax, accounting, wealth management, insurance, and legal services under one platform not as a generic one-stop shop, but to deliver better advice through an integrated view of a doctor’s full financial life. Our differentiation is relationship-led, trust-based selling paired with disciplined execution across the ecosystem.

Earned manages $3.4B+ in assets, serves more than 20,000 clients, and is one of the fastest-growing doctor-focused platforms in the country. Backed by $200M of committed capital, we are scaling rapidly through acquisitions and organic growth across multiple service lines.

We are building this platform from the ground up, leveraging modern technology, data, and AI to simplify the client experience and make it easier for advisors and sales teams to deliver high-quality advice at scale. Operating across multiple service lines, acquired entities and client entry points require a highly disciplined, yet relationship-driven go-to-market model that can scale without losing trust.

Join us as we build the future of financial services for doctors faster, smarter, and at scale.

Job SummaryThe Operations Manager oversees the firm’s day-to-day operations, combining office management, client intake and matter assignment, and firm-wide operations in one role. In this position, you will keep the office running smoothly, route new matters to the right attorney, and lead the non-attorney team, all in direct support of the firm’s goal annual revenue goal.

Key Responsibilities

Reporting Structure & Team

• Direct reports: All non-attorney support and administrative staff, including the receptionist, biller, and marketing assistant. Partners with the marketing lead (shared with Earned corporate) on firm-specific priorities.
• Collaborates with, but does not directly supervise: The firm’s attorneys (four full-time transactional attorneys, two full-time litigators, one part-time litigator, and an incoming full-time litigator) and two paralegals, who continue to report to their supervising attorneys on case work. Coordinates with attorneys on caseload capacity and with paralegals on scheduling; legal supervision of matters remains with the attorneys.
• Escalation: Escalates any staffing, client, or vendor issue that cannot be resolved independently directly to the Managing Attorney.

Office & Administrative Management

• Oversee the physical office, including facilities, security, supplies, and vendor relationships (IT, copiers, cleaning, insurance, and utilities
• Negotiate and administer vendor and service contracts, owning renewal dates and ongoing cost review
• Manage firm calendars and conference room scheduling, and coordinate attorney travel and CLE/seminar logistics
• Oversee front-desk and telephone operations performed by the receptionist, ensuring consistently professional client-facing standards
• Manage office supply budgets and approve related purchases
• Maintain personnel files, PTO records, and documented office policies and procedures
• Serve as the primary liaison to building management and the point of contact for office-related emergencies

Operations, Process & Systems

• Own, document, and continuously improve the firm’s operational workflows, including matter intake, conflict checks, engagement letters, document management, and practice management software, redesigning processes to use automation and AI where it improves speed, accuracy, or client experience
• Monitor compliance and filing deadlines across transactional and litigation matters to ensure no deadline is missed
• Partner with the biller to ensure invoicing is accurate and timely, and monitor collections against the firm’s average billable rate
• Administer and enforce the firm’s flat-fee schedule, and route non-standard matters to appropriate personfor fee quotes
• Develop and maintain operational dashboards and reporting that measure firm performance against the annual revenue goal
• Identify process bottlenecks and recommend technology or staffing solutions to Managing Attorney
• Track firm-wide profitability, attorney production, and collections, and report notable trends to Managing Attorney
• Lead the firm’s AI and automation initiatives: identify high-value use cases across intake, scheduling, billing, collections, document drafting and review, knowledge management, and client communication; evaluate and pilot tools; manage rollout; and measure results (time saved, error reduction, cost impact)
• Develop and maintain the firm’s AI use policy, in coordination with the Managing Attorney and attorneys, covering approved tools, client confidentiality and data security, vendor due diligence, and required attorney review of any AI-assisted legal work product
• Train attorneys and staff on approved AI tools and workflows, and keep written procedures and prompt libraries up to date so adoption is consistent across the firm
• Coordinate with Earned corporate technology and data teams so firm systems and AI initiatives align with platform-wide standards and integrations

Client Intake, Assignment & Workflow Management

• Serve as the first point of contact for new client inquiries, confirming that each matter falls within the firm’s scope (doctors only; transactional or litigation)
• Assign each new matter to an attorney based on practice area fit, current caseload and capacity, and matter complexity; monitor progress to ensure work is completed efficiently by tracking aging, flagging stalled files, and intervening before deadlines are at risk
• Balance assignments across the four full-time transactional attorneys, two full-time litigators, one part-time litigator, and the incoming litigator as they onboard
• Proactively raise capacity constraints with the Managing Attorneybefore they become bottlenecks, rather than assigning around them
• Track every open matter from intake through close, ensuring a clean handoff to the assigned paralegal and biller
• Maintain a documented assignment protocol so that coverage does not depend on any one individual

Team Supervision & Staff Management

• Directly supervise the receptionist, biller, and marketing assistant, including scheduling, performance management, and day-to-day direction
• Lead hiring and onboarding for non-attorney roles, and support attorney onboarding logistics, including for the firm’s incoming full-time litigator
• Conduct regular check-ins and performance reviews for direct reports; coordinate, but do not conduct, performance conversations for paralegals with their supervising attorneys
• Approve PTO requests and plan coverage for the administrative team
• Identify training needs and ensure staff are proficient in the firm’s practice management, billing, and approved AI and automation tools

Success Metrics & Performance Expectations: First 90 Days

• Complete a seamless transition from the prior office manager/client success/billing role, with no gaps in coverage
• Implement a documented, written client-assignment protocol and share it with all attorneys
• Establish clear reporting lines and communicate them to the administrative team
• Complete an audit of current workflows and tools, and present the Managing Attorney with a prioritized roadmap of at least three automation or AI opportunities, including estimated time and cost savings
• Draft the firm’s AI use policy for review by the Managing Attorney

Success Metrics & Performance Expectations: Ongoing

• Turnaround time from client inquiry to attorney assignment
• Billing accuracy and timeliness, in coordination with the biller
• Staff retention and satisfaction among direct reports
• Vendor costs managed within budget
• Measurable efficiency gains from process improvements and AI adoption (e.g., reduced intake turnaround, fewer billing errors, hours saved)
• Team adoption of approved tools and compliance with the firm’s AI use policy
• Measurable contribution to the firm’s progress toward its annual revenue goal

Key Requirements

• 5+ years of experience in office management or operations management, including at least two years of supervising staff and a minimum of a high school diploma or equivalent.
• Strong organizational skills and the ability to manage competing priorities with minimal oversight
• Working knowledge of billing and invoicing processes and basic financial literacy, including reading a P&L and tracking performance against a revenue goal
• Demonstrated comfort with technology, including the ability to learn new software quickly and a track record of improving processes through technology
• Clear, professional written and verbal communication skills, as this role represents the firm to new clients during intake

Preferred Requirements

• Prior experience in a law firm or other professional services environment
• Familiarity with the dental, medical, or broader healthcare industry
• Experience with practice management or legal case management software
• Hands-on experience implementing AI tools (e.g., generative AI assistants, intake automation, document automation) or workflow automation platforms in a business setting
• Familiarity with data privacy and confidentiality considerations for client information
• Bachelor’s degree

Benefits

• An attractive total compensation package
• Employer-sponsored health insurance (medical, dental, vision)
• 401(k)+ up to 5% match

Earned is committed to offering equal employment opportunity in all employment practices and employment decisions are based on an individual’s job qualifications and abilities. Earned prohibits discrimination based on race, creed, color, religion, national origin, ancestry, sex, gender (including gender identity, gender expression and being transgender), sexual orientation, marital status, registered domestic partner status, citizenship status, age, military and veteran status, medical condition, genetic information, political affiliation, disability, medical condition, or any other basis protected by federal, state, or local law or ordinance or regulation. Earned also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of those characteristics. All such discrimination is unlawful.

Applicants must be authorized to work in the United States and able to provide proof of work authorization within three days of start date. We are unable to sponsor or take over sponsorship of employment visas at this time.