Operations Manager

3 weeks ago

Surrey, Canada Wilson Rasmussen LLP Full time

**Wilson Rasmussen LLP** is a leading Surrey law firm servicing clients for over 30 years. We provide legal services to clients in areas of Real Estate, Property Development, Corporate Commercial, Business, Wills & Estates, and Immigration.

**Wilson Rasmussen LLP and its affiliated law firms** are currently looking for an **Operations Manager**. The Operations Manager will oversee and manage the day-to-day matters of the Firm, including its affiliate law firms, which includes accounting, trust accounting, human resources, office services, facilities management, IT, marketing, and communications. This is a detail-oriented position with an emphasis on tenacity, time management, technical tasks, and interpersonal skills.

We value a firm culture that fosters collegiality and respect for everyone on the team while rewarding individual responsibility, initiative, and creativity.

**Key Responsibilities**

**Human Resource Management**
- Champions Firm’s values and culture, and ensures strong employee engagement; encourages and listens to employee feedback and fosters a positive work environment
- Provides strategic advice and ensures HR best practices are in place, including developing and implementing policies as required
- Ensures appropriate staffing levels are in place in order to facilitate a more balanced workload
- Reviews salary ranges and incentive programs that will enhance employee recruitment, engagement and retention
- Conducts annual performance and salary reviews
- Develops and monitors the annual HR budget
- Manages full-cycle recruitment process
- Screens, interviews and hires support staff in consultation with lawyers or department
- Prepares offer letters and present offers to staff (and lawyers as required)
- Designs welcome/onboarding program for lawyers and staff (onboarding paperwork, review of policies & procedures, tours around the office and making introductions)
- Supervisessupport staff
- Maintains attendance records (sick/vacation/medical leave, etc.)
- Manages disability and return to work issues
- Reviews various practice groups staffing assignments / Coordinate staff reassignments
- Conducts discipline meetings and terminations
- Arranges for temporary and contract staff
- Coordinates and mentors Legal Administrative Assistant/Paralegal practicum students
- Determines and coordinates ongoing training needs for all support staff (and lawyers as required)
- Coordinates continuing education (CLEs) for lawyers
- Coordinates student interviews
- Participates in BCLMA and FVLA surveys (salaries, ratios & charge-out rates)
- Organizes Firm social events

**Payroll Responsibilities**
- Oversees payroll and benefit administration and responsible for benefit renewal negotiations
- Processing Payroll semi-monthly with payment to external contractor (ADP)
- Contact ADP to resolve any payroll issues
- Manage tax payroll account and payments

**Operational Management**
- Consistently reviews internal processes, systems and resources to maximize efficiency, productivity, and the delivery of exceptional client service
- Oversees relationships with suppliers and external service providers; negotiates purchases, leases, contracts, etc.
- Leads the planning and organization of annual retreats, client events, and other external operational meetings
- Assists with future acquisitions including the integration of systems and staff, employee engagement, and culture alignment
- Administers the Firm’s various professional liability insurances, Law Society and other membership fees
- Oversees facilities management and communicates with the landlord to address any issues
- Maintains and optimizes the Firm’s physical facilities, records management/retention and disaster recovery process, furnishing and equipment, maintenance, insurance, and special projects

**Accounting/Trust Accounting**
- Handle and resolve all trust and accounting inquiries
- Manage tax account and payments
- Prepare trust cheques for daily transactions
- Prepare Monthly Trust Reconciliations
- Prepare internal accounting forms in compliance with Law Society rules (trust deposit forms, trust requisitions)

**Marketing and Communications**
- Oversees the marketing initiatives of the Firm, including assisting with development and implementation of Firm-wide marketing strategy, assisting with individual marketing plans, Social Media campaigns, and other business development opportunities
- Ensures regular website updates are maintained, including thought leadership, staff announcements, and other information
- Selects and manages external consultants to assist with Firm’s initiatives that require outside expertise
- Identifies and negotiates sponsorship opportunities, speaking engagements, etc.; oversees the planning of client and sponsorship events; evaluates and reports on outcomes to the Partners
- Oversees the sourcing, procurement, and inventory tracking of Firm’s promotional items
- Create and manage client gifting program

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