Operations & Insights Partner

Position Summary

Buehler Trapani LLP is seeking an Operations & Insights Partner to steward the firm’s administrative infrastructure, strengthen day-to-day operations, and help drive smart, sustainable growth.

This role goes beyond a traditional law firm administrator position. The Operations & Insights Partner will work at both a strategic and tactical level—owning core systems and workflows, supporting financial and operational decision-making, and stepping in where needed to keep the firm running smoothly.

The ideal candidate is a proactive, systems-oriented operator who is comfortable working independently, collaborating closely with firm leadership, and identifying opportunities to improve the way the firm works. This is a hybrid position based in Walnut Creek, California, with an expectation of approximately two days per week in the office.

Duties and Responsibilities

I. FINANCIAL ADMINISTRATION AND DATA INSIGHTS

Manage the firm’s monthly billing cycle, including preparing pre-bills for attorney review, finalizing client invoices, processing payments, and coordinating remote deposits.

Work closely with the firm’s bookkeeper and Partners on financial administrative processes.

Prepare periodic revenue projections based on billing, accounts receivable, and other financial data.

Develop and maintain operational metrics, reports, and other data-driven tools to support informed decision‑making.

Identify opportunities to improve billing, collections, reporting, and financial workflows.

II. CLIENT INTAKE AND CLIENT EXPERIENCE

Serve as a primary point of contact for prospective and current clients.

Conduct initial intake calls with empathy, discretion, and sound judgment to assess client needs and potential fit.

Coordinate conflicts checks and maintain accurate intake records. Prepare and send engagement agreements, welcome communications, and related materials.

Help ensure that clients experience a responsive, organized, and seamless process from their first interaction with the firm.

III. SYSTEMS, OPERATIONS, AND PROCESS IMPROVEMENT

Develop, document, maintain, and improve firm systems, workflows, policies, and procedures.

Maintain the firm’s case management and technology systems, including Clio and the Microsoft 365 ecosystem.

Manage matter setup, updates, and administrative accuracy across firm systems.

Train and support employees on internal systems, procedures, and operational practices.

Evaluate existing workflows and recommend practical improvements that increase efficiency, consistency, and accountability.

Support the Partners with operational, administrative, and strategic projects as needed.

IV. HUMAN RESOURCES AND TEAM SUPPORT

Manage core HR administrative functions through Gusto and related systems.

Maintain personnel files and employee records.

Coordinate employee benefits administration.

Track attorney continuing legal education requirements and related compliance deadlines.

Support employee onboarding, training, and internal operations.

Help create clear, reliable systems that support a distributed and growing team.

V. VENDOR AND OFFICE MANAGEMENT

Serve as the primary liaison for firm vendors, service providers, and technology partners.

Coordinate vendor relationships, renewals, service issues, and related administrative needs.

Oversee day-to-day office operations in the firm’s Walnut Creek location.

Assist with general operational and administrative needs to ensure the office and firm function smoothly.