Director of Operations - Law Firm

Job Description

Job Description:\n\nDirector of Operations Anthem Injury Lawyers About Anthem Injury Lawyers Anthem Injury Lawyers is a personal injury law firm focused on delivering strong legal representation, responsive client service, and efficient case progression. The firm is investing in technology, artificial intelligence, operational systems, and process improvement to create a more scalable organization. The Director of Operations will help translate the owners’ strategic direction into structured priorities, measurable goals, consistent workflows, and accountable execution across the business. Position Summary Anthem Injury Lawyers is seeking an experienced and results-driven Director of Operations to oversee the firm’s day-to-day business operations and strengthen coordination across intake, legal production, finance, administration, technology, and staffing. The Director of Operations will translate the owners’ strategic direction into a practical operating plan, establish measurable priorities, lead department managers, remove cross-functional obstacles, and hold non-attorney staff accountable to documented standards, KPIs, deadlines, and standard operating procedures. A central objective of this position is improving case velocity. The firm’s principal case-flow bottleneck occurs when cases remain in medical treatment longer than necessary, delaying demand preparation and settlement. Lower-value cases need to move toward resolution more quickly, while higher-value cases require earlier identification, greater strategic attention, and timely development so they are not delayed behind lower-value matters. The successful candidate will implement tiered case-management and workflow strategies based on case value, complexity, treatment status, and attorney-established priorities. This individual will monitor case-stage cycle times, task aging, work in progress, staff capacity, and demand turnaround while respecting that attorneys retain exclusive authority over legal strategy, case acceptance, settlement decisions, ethics, and professional judgment. This is not a passive administrative position. The Director will be expected to lead managers, solve problems, make decisions within delegated authority, improve accountability, and build an operation that functions reliably without requiring daily owner intervention. Compensation and Benefits Total CompensationTotal annual compensation range of $120,000–$175,000, depending on relevant experience, leadership scope, law firm background, and demonstrated operational results.Compensation may include a performance-based bonus tied to agreed KPI benchmarks.The specific base-versus-incentive structure has not yet been finalized.The performance plan will likely be developed directly with the selected candidate based on measurable operational priorities. Potential incentive metrics may include:Case-stage cycle-time improvements.Reduction in treatment and demand delays.Task-aging reduction.Increased qualified-lead conversion.Improved client-service measures.Budget performance.EvenUp utilization and turnaround.SOP adoption.Management accountability.Reduced owner involvement in routine operations. Final KPI definitions, targets, calculation methods, and bonus terms must be documented before implementation. Benefits Eligible employees may receive:Health insurance.Dental insurance.Vision insurance.401(k).Paid time off.Optional supplemental benefits selected by the employee. Work Arrangement and ScheduleFull-time, exempt position.In-office work required five days per week.This is not a remote or hybrid position.Work hours will vary according to the operational needs of the firm.The Director is expected to work the hours necessary to fulfill leadership responsibilities, address material issues, and complete required work. The successful candidate should be comfortable maintaining a visible leadership presence and working across departments in person. Role Scope and Decision Rights The Director of Operations WillLead, manage, and hold department leaders and non-attorney staff accountable.Operate within established reporting lines and delegated authority.Coordinate daily business operations across staffing, intake, reception, administrative workflows, technology, vendors, and marketing execution.Coordinate legal-production capacity with attorney leadership.Execute the approved operating budget and business plan.Run the firm’s management cadence, including leadership meetings, KPI reviews, quarterly priorities, monthly financial analysis, and operational audits.Resolve cross-departmental obstacles.Drive special projects to completion.Make operational decisions within documented authority.Hire within approved headcount and compensation bands.Coach, discipline, and reassign non-attorney staff.Recommend terminations and compensation adjustments using performance and market data.Make staffing, capacity, and budget tradeoffs visible when priorities compete.Escalate legal, ethical, trust-account, client-data, or significant business risks promptly. The Director of Operations Will NotSet the firm’s overall vision.Practice law.Direct attorney professional judgment.Decide whether the firm accepts a case.Determine settlement value or settlement authority.Make legal-ethics determinations.Exercise signatory or disbursement authority over the IOLTA trust account.Approve legal work product without designated attorney review. Key Responsibilities Strategic Execution and AccountabilityTranslate the owners’ strategic direction into rolling 90-day operating plans.Establish clear priorities, accountable leaders, deadlines, milestones, and measurable outcomes.Maintain visibility into the status of every major operational initiative.Hold department leaders accountable for commitments.Identify off-track priorities and create corrective-action plans.Ensure operational decisions align with the approved business plan and budget.Resolve routine issues before they require owner involvement.Escalate material exceptions with clearly defined options and a recommended course of action.Make capacity, staffing, and budget limitations visible before adding new priorities.Help leadership determine which initiatives should be deferred when resources are limited. Leadership Meetings and Management CadenceLead a disciplined weekly leadership meeting.Review the firm’s KPI dashboard.Prioritize off-track metrics, operational bottlenecks, and material risks.Assign an accountable person and deadline to each action item.Verify completion of previous commitments.Maintain a rolling 90-day priority plan.Conduct monthly P&L, cash-flow, budget, KPI, and staffing-cost reviews with the owners.Coordinate quarterly operational audits.Maintain concise, reliable, and decision-ready reporting for leadership. Case-Flow and Workflow OptimizationMap and optimize the firm’s case lifecycle from intake through closing.Monitor workflows involving:IntakeSigning and onboardingMedical treatmentRecords and billingDemand preparationNegotiationLitigation transferSettlementClosing and disbursementIdentify bottlenecks at each stage.Monitor task aging, internal deadlines, workload, case-stage cycle times, and work in progress.Coordinate staffing and capacity changes with department leaders.Develop tiered workflows that reflect differences in case value, complexity, treatment needs, and attorney-determined priorities.Help move lower-value cases toward resolution more efficiently.Ensure higher-value cases receive the focused development and timely demand preparation they require.Establish operational escalation points for cases that are not progressing as expected.Protect attorney-established priorities, legal deadlines, ethics requirements, and client interests. Medical-Treatment and Demand WorkflowMonitor the operational factors that affect treatment progression.Identify cases with unexplained treatment gaps, stalled records requests, or unresolved provider issues.Establish reporting that helps department managers identify treatment-related bottlenecks.Track the time between treatment completion and demand readiness.Monitor demand-generation, review, revision, attorney approval, and submission turnaround.Coordinate process improvements that reduce avoidable delays.Ensure automation does not replace appropriate professional review.Partner with attorney leadership when legal or case-strategy decisions are required.Use case-value tiers and case complexity to guide operational attention and resource allocation. Intake and Revenue CaptureOversee intake as the firm’s revenue-capture front end.Maintain appropriate staffing, structure, scripts, workflows, and technology.Track speed to lead, contact rates, qualified-lead conversion, signed-client conversion, and client experience.Maintain an intake quality-assurance program.Review and score calls according to approved criteria.Ensure coaching and follow-up are documented.Confirm that viable leads are captured or clearly dispositioned.Ensure all intake outcomes are documented accurately.Partner with attorney leadership regarding case-acceptance criteria and legal content in scripts.Avoid making legal case-acceptance decisions that are reserved for attorneys. Standard Operating ProceduresLead the firm-wide process-documentation initiative.Require department heads to document their core workflows.Coordinate SOP development for:IntakePre-litigationLitigationClosing and disbursementReceptionOffice administrationFinance and bookkeeping controlsTechnology and data managementEstablish completion standards, owners, deadlines, and review schedules.Confirm that documented procedures are implemented in practice.Audit compliance quarterly.Update SOPs as technology, staffing, or operating requirements change.Ensure critical processes do not rely exclusively on one employee’s undocumented knowledge. People Leadership and HR OperationsLead department managers and non-attorney staff through established reporting lines.Supervise operations, reception, intake, office coordination, and related administrative functions.Establish clear roles, responsibilities, performance expectations, and reporting relationships.Support department leaders without displacing attorney supervision of legal work.Hire non-attorney employees within approved headcount and compensation bands.Implement structured 30-, 60-, and 90-day onboarding.Coach and develop managers.Address performance deficiencies promptly.Administer corrective action consistently.Reassign staff when operational needs require it.Recommend terminations and compensation adjustments using documented performance and market information.Maintain clear and consistent policies related to PTO, compensation, work arrangements, and performance management.Support management succession and cross-training for critical positions. Staffing and Capacity ManagementAssess staffing needs using caseload, intake volume, task aging, cycle times, and work-in-progress data.Identify departments or positions that are overcapacity or underutilized.Recommend hiring, reassignment, process changes, or workload limits.Develop cross-trained backup coverage for critical functions.Ensure continuity plans exist for intake, bookkeeping, litigation support, reception, and other essential roles.Maintain proper role-based access and separation of financial duties.Coordinate capacity changes without compromising client service or attorney-established case priorities. KPI Management and ReportingDevelop and maintain the weekly KPI dashboard.Define each KPI’s:PurposeCalculationData sourceAccountable ownerTargetEscalation thresholdTrack performance measures such as:Intake response timeContact rateQualified-lead conversionSigned-client conversionTask agingCase-stage cycle timesTreatment durationDemand turnaroundWork in progressCapacity utilizationClient-service measuresBudget performanceStaffing costsEvenUp usage and reworkUse metrics to identify root causes rather than relying on anecdotal explanations.Hold leaders accountable for accurate data and corrective action.Provide owners with concise operational analysis and recommendations. Financial and Budget OversightExecute the approved operating budget.Review P&L, cash flow, budget variances, and staffing costs monthly with the owners.Monitor departmental spending and operating expenses.Evaluate the operational return on technology, vendor, and staffing investments.Identify budget risks early.Recommend expense-control and investment priorities.Maintain appropriate separation of duties and financial controls.Partner with accounting and ownership while respecting limitations related to client trust accounts.Escalate trust-account and financial-control concerns to the designated attorney leader immediately. EvenUp and Technology AdoptionLead operational adoption of EvenUp.Create and maintain documented EvenUp workflows.Coordinate staff training and competency.Track utilization, turnaround, corrections, and rework.Identify underuse, misuse, and data-quality problems.Confirm that legal work product receives the required attorney review before use.Champion consistent case-management software adoption.Maintain data-hygiene standards.Ensure fields, stages, tasks, and notes are updated consistently.Evaluate automation opportunities while preserving appropriate professional judgment and controls.Coordinate technology access, offboarding, and incident escalation with IT and attorney leadership. Office OperationsOversee the effective functioning of the physical office.Maintain appropriate supplies, space, reception coverage, and operational resources.Manage people and phone traffic.Treat internal employees as internal clients so legal teams can remain focused on client matters.Resolve routine facility and administrative issues.Maintain a professional, organized, and service-oriented office environment.Ensure critical office responsibilities have documented backup coverage. Vendor and Marketing CoordinationMaintain a current record of vendors, contracts, renewal dates, contacts, and access credentials in approved systems.Ensure vendor relationships remain transferable firm assets rather than personal relationships controlled by one employee.Evaluate vendor performance against service, cost, quality, and operational expectations.Coordinate marketing vendors on operational execution.Track deadlines, deliverables, communications, and implementation needs.Escalate strategic marketing decisions to ownership.Support procurement, renewal, and termination decisions with objective information. Risk, Compliance, and EscalationRecognize matters involving potential legal, ethical, confidentiality, trust-account, cybersecurity, or client-data risk.Escalate those matters promptly to the designated attorney leader.Maintain appropriate access controls.Coordinate timely employee and contractor offboarding.Protect confidential client, employee, financial, and business information.Maintain operational docum

Company Description

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