The Operations Lead works under the direction of the Partners and Team Leads in charge of the Dispute Resolution Practice. He /She reports to the Chief Innovation Officer and is responsible for managing the operations of the Dispute Resolution Practice. The Operations Lead will have overall responsibility for all the litigation matters and effectively direct firm resources in supporting those matters
Main Duties and Responsibilities
Litigation Case Management:
- Maintains a database of all litigation matters handled by the Dispute Resolution Practice for the firm
- Tracks and manages all opportunities in the Dispute Resolution pipeline.
- Tracks all instructions handled by the Practice and provide status update of court processes at defined intervals.
- Coordinates the activities of the Practice
- Ensures an effective relationship between Partners, Lawyers and Clerks.
- Provides a weekly report on all mandates for the week
- Generates ideas towards the effective and efficient running of the unit.
- Acquires extensive knowledge of all administrative and court processes.
- Serves as the first point of contact for all correspondence and processes in relation to legal matters, develops an automation plan and further deploys appropriate internal and external resources to the execution of such matters.
- Ensures the continuous scanning and proper filing of all processes that are received.
- Coordinates the issuance of thought leadership materials and marketing documents.
Departmental Management support Responsibilities:
- Supports the unit in achieving its budget goals and adhere to approved budgets including keeping track of Client billings and recovery of expenses.
- Provides direct support to litigation Partners on scheduling meetings, travels, and other related Partner administrative tasks.
- Coordinates and ensures matters are promptly opened on Imanage and ensures compliance with Knowledge management rules on storage.
- Monitors all invoices and status of payment due to the Practice.
- Plans, manages, organizes, and coordinates the operations for the Practice.
- Assists in establishing firm-wide best practices for the Dispute Resolution Team.
- Determine and observe inefficiencies in the system and advice on case allocation.
- Generates weekly report on time charged on all matters.
- Coordinates training for the members of the Dispute Resolution Practice on Firm automation tools.
- Establishes goals and report on status of tasks.
- Routinely recommend steps to meet or exceed Team goals.
- Tracks time charged, expenses incurred on each matter and reports on profitability and non-compliance.
- Liaises with Accounts department towards ensuring invoices are sent out as and when due.
- Keeps abreast of current technologies, strategies and solutions relating to litigation support automation.
- Works with Team Leads in identifying training needs and suitable training opportunities for Team members.
- Performs other tasks as requested by the Team Leads and Partners
- Ensures lessons learnt on engagements are documented and stored for knowledge management.
Expected Skills and Competencies
Education: Minimum of a Bachelor’s degree in Business Management, Information Technology or preferably Law (will be an added advantage).
Work Experience: Minimum of seven (7) years cognate work experience in Litigation support or related support in a Law firm environment with at least two (2) years managerial experience.
Thorough working knowledge of computer software including word processing spreadsheet, document management, e-mail and database programmes.
Extensive computer and database expertise including Matter Management Systems, Excel, and PowerPoint.
Proficiency in legal research including Lexis, Westlaw, Internet services and other library material.
Knowledge of litigation process.
Personal Attributes & Physical Demands
- Poise and professionalism, including the ability to exercise discretion and maintain confidentiality
- Superior verbal and written communication skills.
- Team player adept at collaborating effectively with colleagues in non-legal roles (accounting, tax, human resources and risk management).
- Highly organized with ability to juggle multiple deadlines in a fast-paced environment.