Finance Office Manager - Toeppich and Associates

About us:

Toeppich & Associates, PLLC, is a mid-sized law firm with a practice centered around transactional energy legal services pertaining to traditional oil, gas, energy and natural resources and the emerging renewable energy sector.

Toeppich & Associates, PLLC, is one of the most recognized firms in the oil and gas industry, with attorneys practicing in all areas of oil and gas law, including title examination, energy transactions, corporate and energy finance, and the pre-litigation work associated with such matters. Our practice covers the full spectrum of oil and gas legal services, from the rendering of title opinions and negotiating acquisitions to handling regulatory matters and executing large corporate transactions. Additionally, the firm's practice has been engaged to provide counsel on numerous emerging renewable energy matters.

We serve a diverse national and international clientele, from Fortune 500 companies to E&P start-ups. Founded in 2008, our firm has continually kept pace with the complex world of unconventional assets, emerging shale plays, and the strategies required for managing our clients' risk, rights, and resources.

Position Summary:

The Finance Office Manager will be responsible for managing the firm's financial activities, including invoicing, payroll, accounting, and general office management. This role requires proficiency in QuickBooks and Paychex, the ability to generate and analyze key performance indicators (KPIs), and the capability to present financial information to the firm's partners.

Key Responsibilities:

Financial Management:

• Oversee all accounting operations, including accounts payable, accounts receivable, and general ledger.
• Manage the invoicing process to ensure timely and accurate billing.
• Process payroll using Paychex, ensuring compliance with all relevant regulations.
• Prepare and analyze financial statements, including Profit & Loss, Balance Sheet, and Cash Flow statements.
• Calculate and report Earnings Before Interest, Taxes, Depreciation, and Amortization (EBITDA).

Office Management:

• Supervise daily office operations to ensure efficiency and effectiveness.
• Coordinate with vendors and service providers for office supplies and services.
• Maintain financial records and ensure compliance with legal and regulatory requirements.

Key Performance Indicators (KPIs):

• Monitor and report on the firm's revenue and total billable hours per month.
• Track the number of new clients acquired and analyze trends.
• Manage and report on total expenses, identifying areas for cost optimization.
• Develop and present additional financial KPIs relevant to the firm's performance.

Reporting and Presentation:

• Prepare comprehensive financial reports for presentation to the firm's partners.
• Provide insights and recommendations based on financial analysis to support strategic decision-making.

Strategic Contributions:

• Participate in the development and execution of the firm's strategic initiatives and business plans.
• Contribute to practice area development and firm-wide projects, including marketing and client outreach activities.

Professional Development:

• Stay current with financial developments, industry trends, and best practices.
• Engage in continuous professional development through training, seminars, and financial education.

Qualifications:

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
•  Minimum of 5 years of experience in financial management, preferably within a law firm or professional services environment.
• Proficiency in QuickBooks and Paychex is required.
• Strong understanding of accounting principles and financial reporting.
• Excellent analytical skills with the ability to generate and interpret financial KPIs.
• Effective communication skills, with experience presenting financial information to senior management or partners.
• Strong organizational and multitasking abilities.

Additional Skills:

Advanced Excel Skills

o Proficiency in Excel, including advanced functions such as VLOOKUP, PivotTables, and financial modeling, to analyze financial data efficiently.

Budgeting and Forecasting

o Experience in creating budgets, forecasting financial performance, and identifying variances to ensure financial goals are met.

Compliance Knowledge

o Familiarity with regulatory and legal compliance related to financial management in a law firm or professional services environment.

Data Analysis and Interpretation

o Ability to interpret financial data and KPIs, drawing insights to inform business strategies and improve operational efficiency.

Time Management and Multitasking

o Strong organizational skills to manage multiple tasks and deadlines, ensuring timely financial reporting and operational support.

Attention to detail

o Exceptional accuracy in financial documentation, payroll processing, and compliance reporting to avoid costly errors.

Tech Savvy with Financial Software

o Familiarity with additional tools or software, such as billing software specific to law firms, and the ability to quickly learn new programs.

Vendor and Contract Management

o Experience negotiating with and managing vendors for office and operational needs to control costs and ensure quality service.

Client Billing and Collections

o Proficiency in managing client billing cycles, tracking payments, and overseeing collections to maintain cash flow.

Ability to Work with Confidential Information

o High level of discretion and professionalism when handling sensitive financial and payroll information.

Attributes:

• Strategic thinker with the ability to contribute to the firm's long-term goals.
• Detail-oriented with strong organizational and time management skills.
• Ability to work independently and collaboratively within a senior leadership team.

Working Conditions:

• Environment: Office setting Monday to Friday in downtown Houston
• Hours: Standard business hours

Benefits:

• Benefits: Comprehensive benefits package including health insurance, retirement plans, performance bonuses, paid time off, and other firm-specific benefits.

Review and Revision:

This job description is intended to provide a comprehensive overview of the role of a Financial Office Manager at Steven S. Toeppich and Associates. It may be updated periodically to reflect changes in job responsibilities, organizational needs, or legal requirements.

Steven S. Toeppich and Associates is committed to equal employment opportunity and strives to create an inclusive and diverse workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, disability, or any other characteristic protected by law.