Position: Business Director

Job Description:

The Business Director is primarily responsible for the administration of Matthews & Matthews LLP, M & H Properties, LLC, and related entities owned or controlled by the principals of Matthews & Matthews LLP (collectively referred to as the "M & M Entities"). This role encompasses all business and administrative functions with the goal of optimizing productivity and efficiency for attorneys and staff in a professional office environment.

Core Responsibilities:

Human Resources:

• Develop, revise and maintain organizational charts and job descriptions for all positions.

• Continuously update and manage the firm’s employee policy manual and Policies & Procdures.

• Oversee recruitment efforts, including coordination of attorney recruiting.

• Maintain and improve training programs for:

• New hire orientation

• Attorney, assistant, and accountant legal software utilization

• Time management for attorneys

• Accounting

• Professional development for staff, including transition training for lateral transfers and promotions

• Qualia software utilization

• Paycom software utilization

Facilitate the administration and evaluation directed by the Partners for employee compensation plans, including probationary reviews, annual reviews, bonus calculations, and benefits programs (healthcare, disability, life insurance, leave policies, retirement plans).

Plan and organize annual attorney retreats, staff events, and team-building activities to foster collegiality.

Marketing:

• Manage budgeting, continuation, and enhancements for the firm’s website and social media presence (Facebook, Martindale Hubble, lawyers.com, Google ads).

• Ensure the procurement,  maintenance and continuation of all firm domain URLs and social media accounts.

• Coordinate memberships in professional and civic organizations, including the Okaloosa Economic Development Council and local Chambers of Commerce.

Financial Management:

• Develop, update, and refine financial reports for the M & M Entities, including income analyses, budget forecasts, cash flow reports, and profit center analyses.

• Supervise the firm’s accountant in all bookkeeping functions, ensuring timely and accurate financial reporting and payroll processing.

• Interface with the firms certified public accountant to facilitate regulatory reporting, including tax returns and payroll tax reporting for all M & M Entities.

• Monitor and analyze any existing loans related to the M & M Entities.

Insurance Management:

• Conduct ongoing analyses and maintenance of insurance coverage for the M & M Entities including professional malpractice, cyber, crime, general  liability, workers’ compensation,  and broad based building risk policies.  Additionally, Dana Matthews personal life insurance policies, real estate holdings, and Homeowner insurance policies.

• Identify and recommend additional insurance needs to minimize the Partners and the Firms financial exposure.

Risk Management:

• Manage phishing email training systems, internal policies and procedures to ensure adherence to risk management policies & procedures.

• Oversee daily account reconciliations and ensure compliance with GAAP accounting procedures.

• Approve monthly bank account reconciliations for all M & M entities.

Information Systems:

• Oversee all information systems, including hardware, software, networks, and telecommunications.

• Serve as the primary contact for service providers such as The Cloud, Legal Software, Legal research, payroll provider, and telecommunications companies.

Vendor Management:

Interface with all vendors, including information systems, financial Institutions,  legal research services, office supply companies, building maintenance,  and equipment suppliers.

Physical Plant Management:

• Oversee the maintenance of all physical locations of M & H Entities, including the Regatta Commons office and satellite offices.

• Serve as the primary contact for contractors providing maintenance and warranty services.

401(k) Program:

Manage the administration of internal policies and procedures, TPA , Investment Broker, and Financial Institution ensuring compliance with the Matthews & Matthews Retirement Plan Document.

Additional Duties:

Prepare for and attend all meetings as directed by the Partners. Perform any other tasks as requested by the Partners.