Finance and Administration Vice-President
Green and Spiegel LLP - Toronto, ON

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POSITION SUMMARY:

For this position, you are looking for candidates who will:

  • Demonstrate a thorough understanding of the Firm’s strategic plan and vision for the future
  • Achieve the balance between supporting the Partners in growing the Firm while advocating for staff on Firm-wide issues
  • Ensure all staff and services of the Firm are well organized and are conducive to the development and continual growth and success of the Firm
  • Delegate, organize and determine best practices for improved and ongoing efficiencies
  • Plan, develop and oversee policies related to the Firm’s staff and services

POSITION RESPONSIBILITIES:

Tasks

A. Firm Oversight and Policy Development/Implementation

  • Chair, participate and take minutes at all Partner meetings
  • Act as the main Communications Officer, Privacy Officer and Complaints Officer at the Firm
  • Ensure optimal Firm structure is in place to promote higher productivity and efficiency
  • Ensure that Firm projects are completed in a timely and efficient manner within budget
  • Ensure compliance with all regulations (e.g., Banking, LSUC, Insurance, Accounting, etc.) and act as liaison with Firm’s insurance provider
  • Act as the head of the Social Committee responsible for planning on social and work-related functions and the key liaison in coordinating all funds for the Firm’s charitable endeavors

B. Oversight of Support Functions (IT, Accounting, Purchasing and Facilities)

  • Oversee and provide direction for all support functions within the Firm with respect to staffing, internal procedures and adherence to best practices

Finance
Provide leadership for the Accounting Department including, but not limited to:

Financial Management

  • Take a lead role in the ongoing management of the Firm budget
  • Ensure that Financial Statements are prepared in an accurate and timely manner in accordance with agreed upon schedule
  • Ensure that ongoing GL is managed efficiently
  • Responsible to provide oversight for both the Accounts Receivable and Accounts Payable functions
  • Ensure that WIP and aged Receivables are maintained at an acceptable level and make recommendations, where appropriate

Financial Planning

  • Direct financial planning & budgeting
  • Providing financial forecasts in accordance with schedule
  • Developing financial models to support short and long-term business case for new initiatives

Accounting Systems and Other Functions

  • Develop appropriate policies and procedures to drive compliance and improve management practices
  • Ensure that payroll obligations are satisfied and group benefit queries are responded to promptly
  • Assess Firm’s financial measures and make recommendations for operational savings
  • Research, recommend and monitor implementation of projects that create efficiencies within the Firm (e.g., use of database, docketing, etc.)

IT

  • Manage IT Manager
  • Oversee all aspects of telephone system, photocopies, printers, faxes are operational
  • Source out wireless plans
  • Ensure that use of Firm internal database is consistently used
  • Approve all major IT purchases

Facilities and Purchasing

  • Liaise with Landlord on all building related initiatives and liaise with Sub-Tenants
  • Oversee all purchasing related activities with a view to identifying internal cost-savings
  • Set up Standard Operating Procedures (SOP’s) for procurement.
  • Recommend and manage leasehold improvements, furniture orders
  • Allocate office space according to current set-up
  • Source out alternate office space

C. People Management

  • Manage/lead all administrative departments within the Firm (e.g., finance, accounting, reception and purchasing).
  • Motivate, coach and develop a high-performance administrative team
  • Ensure staffing issues are handled in an efficient manner, conduct performance reviews on direct reports and facilitate development action plans for all team members

CHALLENGES AND WORK ENVIRONMENT:

  • Extremely fast-paced environment and difficult keeping up with competing priorities
  • Able to cope with a wide range of issues from different stakeholders within the Firm
  • Building credibility with the Staff to be viewed as an advocate to resolve issues
  • Requirement to influence the Partners to adopt a change management culture
  • Able to work both independently and as part of a larger team
  • Energetic and enthusiastic staff members who are keen on making improvements to the Firm

POSITIVE AND NEGATIVE ASPECTS:

Attractive Aspects:

  • Capable of contributing to the long-term cultural change of the Firm
  • Lots of autonomy in decision-making and ability to ‘make a difference’
  • Uniquely positioned to deal with sensitive issues in a compassionate manner
  • Diverse involvement with many different Firm departments and employees
  • Opportunity to provide leadership to the Firm as a whole and individual direct reports

Negative Aspects:

  • Dealing with difficult and unpleasant issues involving both Lawyers and/or Administrative staff
  • Finding the balance between supporting the Partners and acting as an advocate for Staff
  • At times, the positions can require a high degree of administrative duties
  • Juggling multiple priorities in a very fast-paced environment

OPPORTUNITIES FOR ADVANCEMENT:

  • Opportunity to take on more strategic projects at the Firm to support its future growth
  • Take a pro-active role in leading the continued growth of the Firm

REQUIRED BEHAVIOURS AND KNOWLEDGE:

Firm-wide Competencies (Behaviours)*

  • Teamwork.
  • Trust and Integrity.
  • Well Organized.
  • Quality of Service.
  • Client Focus/Results Oriented.
  • Open and Candid Communication.

PLEASE NO PHONE CALLS - RESUMES ONLY


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