Director of Firm Operations

🔥 3 minutes ago

🚗 Michigan – Remote

🚗 Michigan – Remote

⏰ Full Time

🔴 Lead

⚙️ Operations

👻 Ghost score 15%

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Polygon IP

WebsiteLinkedInAll Job Openings

1 - 10 employees

⚖️ Legal

💼 Consulting

🤝 B2B

Legal • Consulting • B2B

Polygon IP is a patent-focused law firm that provides comprehensive legal representation and strategic consulting for intellectual property acquisition. Their mission emphasizes high-quality, client-centric, and transparent services tailored to clients' strategic directions. With over 10 years of experience, their team has developed patent and trademark portfolios for a diverse clientele, ranging from early-stage startups to Fortune 50 companies, including notable names like Boeing and Salesforce. They utilize advanced tools to build robust IP portfolios and are based in California, serving clients across the United States and globally.

📋 Description

• Develop annual and quarterly priorities with the Management Committee • Identify issues requiring Committee decisions and present options, risks, implications, and recommendations • Build agendas, prepare decision materials, attend meetings, record decisions, assign owners and deadlines, and follow up on commitments • Recommend whether business needs should be addressed internally, through outsourcing, or through automation • Translate HTM recommendations into practical firm-specific proposals and plans • Maintain oversight of recurring obligations, including State Bar registrations and malpractice insurance • Build and run project plans for operating changes and coordinate attorneys, staff, and outside providers • Research vendors, compare proposals or run requests for proposals, and coordinate selection and implementation • Maintain the compliance calendar and coordinate filings, registrations, and insurance renewals • Lead budgeting and forecasting with outside finance providers and the Management Committee • Develop financial controls and approval thresholds • Oversee outsourced finance operations, bookkeeping, and fractional Controller support • Define billing and collections standards and expectations • Coordinate monthly close, review financial statements, resolve discrepancies, maintain budgets and forecasts, and prepare Committee reporting • Monitor accounts receivable and collections and follow up on exceptions • Recommend organizational structure and staffing • Develop compensation philosophy and benefits strategy and establish employment and performance-management frameworks • Manage full-cycle recruiting, interviews, candidate communication, offers, and employment documentation • Build onboarding roadmaps and 30/60/90-day plans • Administer benefits, the 401(k) plan, employee records, and HR policies • Process biweekly staff payroll and partner owner’s draw payments • Set role expectations, performance measures, management, and accountability standards • Identify succession, capacity, and coverage risks • Directly manage support staff through one-on-ones, performance reviews, coaching, and performance issue resolution • Monitor workloads, resolve competing priorities, coordinate work allocation, and manage absence coverage • Ensure reliable technology, tools, support, and approved system and website changes

🎯 Requirements

• Seven or more years of progressively responsible experience in startup business operations, law-firm administration, professional-services operations, or a comparable environment • Hands-on responsibility in a smaller organization • Direct people-management experience • Practical experience across financial oversight, recruiting, compensation, benefits, payroll, and employment administration • Experience working with partners or owners • Experience managing outside providers • Experience delivering operational or technology projects • Sound judgment and financial fluency • People-management skills and reliable follow-through • Ability to advise partners, manage employees and providers, and personally complete operational work • Clear communication and discretion • Ability to determine when to act independently, seek approval, or defer to attorney judgment

🏖️ Benefits

• Fully remote work arrangement • 401(k) plan • Benefits enrollment and annual open enrollment • Professional development/training through onboarding and role-specific training coordination

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