Chief Operating Officer

Position Summary
The COO position encompasses a wide range of activities with involvement in all phases of operations, administration, personnel, facilities, management, and a mix of CFO-level responsibilities. The COO works closely with the Managing Partner and Leadership Team on policy setting, problem-solving, decision making, planning, organizing, and controlling the firm's day-to-day activities. He/She is expected to help set the tone for the current performance and future vision of the firm, be self-motivated and committed, bring a visionary mindset that embraces new best practices and technology, and focus on improving processes, profits, service, and support so the firm can return value to our clients and community.

Position Reports To
Managing Partner (MP)

Position Responsibilities

• Leadership
  • Work closely as the right-hand person to MP and assist with firmwide and client communications.
  • Participate with leadership to develop and monitor firm strategic planning and annual goal setting.
  • Manage internal teams to ensure periodic meetings, assessments, reviews, and feedback occur as scheduled.
  • Team with managing partner and business line leaders to develop and manage business plans and profitability of core services lines, industry niches, and specializations.
  • Help position the firm for growth, working with MP to develop and monitor growth plans both near and long-term, as well as merger and new sector opportunities.
• Operations/Practice Management
  • In concert with MP, Financial Manager, and IT Director, identify, evaluate, and select practice management software and solutions.
  • Determine best practices to utilize software, create user manuals, and train staff continually.
  • Oversee database management.
  • Annually update firm minimum fee schedule and billing rate increases.
  • Prepare firm statistical surveys and forms required for firm award recognition.
  • Prepare and analyze production metrics and firm KPIs (key performance indicators).
  • Provide leadership and support to sales and marketing teams, as well as oversee CRM objectives.
• Finance and Accounting
  • Develop/oversee accounting, financial reporting, and internal controls of the firm and subsidiary companies.
  • Develop and manage processes to ensure client billing and collection is timely and accurate.
  • Review firm payroll and compliance reports, including census data for 401(k) plan.
  • Develop a firm budget and provide timely & accurate analysis of variances, trends, and forecasts.
  • Take a hands-on lead to maintain job cost system, including allocation of labor costs and general firm expenses between offices and service lines etc.
  • Monitor cash flow, negotiate terms and maintain banking relationships in concert with MP.
• Administration
  • Arrange, develop agendas, and maintain minutes for partner, manager, and staff meetings.
  • Plan and participate in Executive Committee meetings. Disseminate notes and action plans to leadership.
  • Lead and oversee hiring, performance, and professional growth of administrative and IT staff.
  • Analyze operations and identify areas to enhance and streamline firm procedures, systems, and forms.
  • Motivate and hold accountable all individuals involved with key processes to meet time commitments.
• Facility
  • Oversee integrity, appearance, and utilization of office and operation of facilities.
  • Assist MP with leases, approval of expenses, individual office space, and expansion plans.
  • Arrange and oversee maintenance, repairs, additions, improvements, assessments, etc.
  • Maintain inventory of firm assets, documents, and agreements.
• People Development/Management
  • Support/oversee career path and training programs for all staff levels.
  • Oversee management of CPE training schedule, compliance, tracking, and annual reporting.
  • Lead & manage staff and partner review process and compile data needed.
  • Prepare internal & client surveys for annual reviews. Analyze and communicate results.
  • Create and implement annual staff time budgets and oversee monthly realization and time reports.
  • Prepare client project hourly budgets annually to manage the workload of staff and outsourcing needs.
  • Support leadership to manage client projects weekly to assign and reassign projects to available workers.
• Personnel/Human Resources
  • Support/Supervise activities of the HR department/team and help the firm create the best work environment.
  • Maintain personnel files and handle confidential personnel matters.
  • Initiate, develop, and implement new personnel policies, oversee time entry procedures, maintain firm policy manuals, and consult with labor attorneys when necessary.
  • Ensure effective recruiting, onboarding, mentoring, and retention programs.
  • Research data and prepare worksheets for compensation raises and bonuses.
• Risk Management
  • Assist MP to oversee risk management environment and convey importance firmwide.
  • Negotiate and maintain adequate insurance coverage e.g., E&O, professional liability, security breach, property and casualty and other appropriate policies. Maintain insurance schedules, policies, and files.
  • Assist MP with coordinating the selection and use of attorneys and risk management vendors.

Skills and Education Required

• Bachelor's degree in business administration, finance, or accounting. Prefer MBA or CPA.
• At least 5 years of experience supervising and managing personnel and projects.
• Excellent written and verbal communication skills.
• Ability to operate independently and self-manage projects.
• Results and profit-oriented with the ability to balance other business considerations.
• Strong leadership, project management, and team-building skills.
• Entrepreneurial and competitive spirit.
• Proficient in Microsoft Office Suite, Excel, Word, and Outlook. Ability to format documents and spreadsheets effectively and efficiently. Willingness and ability to learn and use new software applications.
• Prefer knowledge of QuickBooks, HubSpot CRM, and CCH Access/practice management, etc.

Other Expectations

• COO is a full-time position and periodically requires effort beyond the "normal workday or week."
• This position operates primarily in a professional office environment with limited opportunity to work from home.
• Occasional travel is required to other office locations, conferences, and learning opportunities with participating BDO Alliance firms to learn best practices as well as new and effective ways to improve systems and processes.

If you are interested in the Chief Operating Officer position at Machen McChesney please submit your resume.

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