Chief Operating Officer at Westfield Consulting

Role Summary

• As the most senior non-legal member of the firm, you will have a primary responsibility for business and non-legal aspects of the firm, and you will be a key point of leadership to all staff members.
• You will have overall responsibility for the day-to-day operations of the firm, whilst also providing input on longer-term issues and strategic planning for the firm – such activities will encompass:
  • Overseeing and coordinating the administration of the firm and management activities.
  • In conjunction with the partners, ensuring optimum operational activity of the firm and efficiency of all departments; an
  • In conjunction with the accountant(s), partners and team lead, ensuring all revenue objectives of the firm are met.

Duties & Responsibilities
Working on areas of strategy, systems development, marketing, and communications as well as HR issues, your duties and responsibilities will include but are not limited to the following:

Systems, Operational Oversight & Processes Optimisation:

• Develop, implement, and continuously improve our firm’s standard operating procedures and/or processes and integrate and simplify our firm’s work processes across our two offices for seamless application.
• Create, implement, and maintain the firm's policies & procedures.
• Coordinate internal communications and information delivery to practice group leaders, team leads, and their members.
• Train staff on all policies and procedures, linking compliance with the same to Key Performance Indicators (KPIs) and a job performance review process.
• Create an internal audit system to trigger red flags when policies and procedures are not followed properly so we catch any errors before the client or anyone else does.
• Define and implement productivity metrics whereby we can more accurately measure and improve firm efficiency.
• Refine and maintain the firm's technology infrastructure to minimize waste and maximize internal efficiencies within the firm.

Human Resources & General Management:

• Oversee all office administration including records management, space utilization, purchasing, mail and messenger services, and special projects and/or events.
• Develop and maintain all operating and administrative procedures and policies of the firm.
• Ensure the employee/HR policy manual is fully developed, maintained, and followed.
• Determine hiring needs and manage all staff recruitment and hiring activities, including interviewing, selection, onboarding, and training.
• Orientate, train and function as the firm's supervisor of all non-legal staff.
• In conjunction with the Partners develop, define and monitor Key Performance Indicators (KPIs) of all staff members and make recommendations regarding salaries, bonuses, and discipline.
• Evaluate all non-legal staff around defined Key Performance Indicators (KPIs) and make recommendations to the Management Committee regarding their work assignments, salaries, bonuses, and discipline.
• Implement and enforce the Firm's personnel rules and employment policies.
• Coordinate staff vacation schedules, and, in conjunction with the accountant, supervise the payroll function and administer the firm's remuneration benefit plans.
• Coordinate all staff performance reviews and salary reviews.
• Maintain files related to client satisfaction and feedback forms, as well as complaints and claims (if any) against the firm and/or staff member.

IT & Facilities Management:

• Develop and supervise the administration of central files and records management on and off-site
• Maintain and monitor inventory of the firm’s capital assets i.e. furniture, equipment, books, and motor vehicles
• Oversee the stocking of the firm’s libraries with current legal books and materials in both hard and digital copies, where possible; (maintain inventory of same)
• Ensure security and regularity of our firm’s paid access to external legal databases
• Schedule and co-ordinate the use of the firm’s meeting facilities within the Firm’s premises
• In conjunction with support staff and the firm contractors and/or consultants, ensure the adequate management and (or) maintenance of all office equipment, support infrastructures, utilities, fixtures and fittings, office premises, etc. and the maintenance of service records
• Prepare, review, negotiate and monitor service contracts and major purchases or leases as well as evaluate vendor services
• Subject to Management approval, coordinate the purchasing of office equipment and supplies
• Ensure emergency protocols are in place, with staff trained on the same, when needed
• Consult with IT, professional service, and other vendors to facilitate the smooth operation of the back-end operations of the Firm
• Oversee all technology including hardware, software, telecommunications, and other tools that provide the necessary information and technical support to meet the firm’s business needs; and
• Ensure that new and emerging technologies are assessed to determine their potential value to the firm. and coordinate the training of staff (including lawyers) on how to use any new (and/or existing) technology and its applications in the most productive way

Management Support:

• Lead the firm’s strategic planning, implementation, business development, financial, client, and people management activities
• In cooperation with Management, develop strategies to manage and support the growth and success of the firm and assist in safeguarding and cultivating the firm's culture and core values
• Design and lead the implementation of a management reporting system and submit monthly activity reports to the Managing Partner for review
• Coordinate (and attend, if necessary) all meetings involving the full Partnership, lawyers, and various committees of the firm, including agenda preparation, minutes, and follow-up; and
• Ensure Management has all the necessary information to make effective decisions in a timely fashion.

Financial Management:

• Plan and implement the firm's annual marketing and operations budgets
• Collaborate with the Managing Partner to identify inefficiencies in the Firm and spot opportunities for improvement to the firm's bottom-line
• Coordinate with and supervise the bookkeeping and other responsibilities of the accountant
• Supervise the Firm's billing functions (e.g. monitoring work in process, creating systems to ensure that completed work gets billed in a timely manner etc); and
• Perform collections activities, and (subject to Management consent and the availability of resources) deploy premium law office technology for the purposes of time recording, billing procedures and fees collection to ensure optimal productivity and application of smart, optimal processes.

Marketing Management/Business Development Team Oversight:

• Collaborate with the Partners on the firm's overall Business Plan and Marketing Plan and help strategize opportunities to improve the marketing of the Firm and help grow and meet the Firm's revenue objectives
• Assist the Managing Partner to implement the firm’s corporate strategies, ensuring timely achievement of all short and long-term goals and objectives
• Identify and grow opportunities to promote our Firm’s brand and visibility across all the business sectors where we render legal services, and oversee and coordinate the design, production, and distribution of below-the-line marketing materials, such as the Firm’s diary, brochure, and other corporate gift items, for distribution
• Generate marketing leads and business opportunities for follow-through by our Partners and/or by associates, who are so authorized by Partners
• In conjunction with staff members track local and international legal services and market trends, and consistently and comprehensively improve our firm’s processes and operations in order to grow and consolidate our competitive edge
• Coordinate and oversee the arrangements for firm events and, in conjunction with support staff, assist with marketing activities
• Manage the firm's relationships with current clients, former clients, and outside referral sources
• Collate and analyse clients’ feedback on the firm’s services and employees for review and propose changes to the Partners where necessary; and
• Design and sustain a long-term corporate social responsibility to demonstrate to all stakeholders in the firm of its commitment to being a responsible, philanthropic, and patriotic corporate citizen.

Risk Management:

• You will be broadly required to develop and implement strategies to identify, assess and manage risks including: legals, financial, operational efficiency and reputational risks. More specifically, manage
• Regulatory and Compliance: Ensure that the firm adheres to all relevant laws, regulations and ethical conduct
• Crisis Management: Develop effective crisis management protocols to have in place business continuity protocols and disaster recovery strategies
• Risk Mitigation: Implement measure to minimize potential risks such as cybersecurity and data breaches
• Promote a Risk-Awareness Culture: A culture that emphasises risk awareness and responsible behaviour

General:

• Assist the firm at all times to discharge its duties;
• Maintain a high sense of confidentiality and commitment;
• Maintain a smart professional appearance at all times, which enhances the firm’s image;
• All other responsibilities as may be assigned from time to time by the Senior Partner and the Partners in alignment with your job description; and
• Compliance with all firm rules, regulations policies and procedures.;

Educational Qualification and Experience

• Candidates should possess a Degree (minimum of 2:1) from an accredited University and the Nigerian Law School
• Membership of Nigerian Bar Association
• Must be an experienced lawyers with over 7-10 experience in managerial capacity.
• Strong interpersonal, oral and written communication skills
• Strong client relationship management skills with a client-focused approach and a commitment to delivering exceptional client service
• Excellent negotiation, team building and presentation skills
• Excellent communication (both written and oral), interpersonal, negotiation and organizational skills

Salary
N1,500,000 / Month (Net)