Director of Finance And Operations

Director of Finance & Operations

Rubin & Co. LLP (the firm) is seeking a highly organized, analytical, and collaborative Director of Finance & Operations to join our growing team. This is a hands-on role, responsible for overseeing the firm’s financial operations, business processes, marketing initiatives, and special projects. Reporting to the Managing Director, the Director of Finance & Operations will work closely with firm leadership to ensure the effective management of the firm’s financial and operational functions, while supporting strategic initiatives and opportunities to improve efficiency, reporting, and business performance.

Key Responsibilities

Financial Management & Administration

• Oversee the firm’s day-to-day financial operations, including accounts receivable, accounts payable, payroll, and cash management.
• Manage the client accounting and billing functions, including client intake, time and billing systems, invoice preparation, billing adjustments and reconciliation, payment tracking, and collections.
• Oversee the processing of vendor invoices and cheque requests, including authorizations, general ledger and tax coding, and compliance with firm policies and applicable Law Society of Ontario requirements.
• Perform and oversee bank, trust, vendor, and general ledger reconciliations and ensure discrepancies are identified and resolved promptly.
• Support monthly, quarterly, and year-end financial processes, including preparation of accurate financial reports and information for leadership and external advisors.
• Prepare, monitor, and report on lawyer productivity, billing, and other key financial and operational metrics.
• Review and process employee expense reports in accordance with firm policies.
• Oversee office-related expenses and ensure appropriate general ledger categorization and financial organization.
• Respond to accounting and financial inquiries in a timely, professional, and solutions-oriented manner.
• Identify opportunities to improve financial processes, controls, systems, and procedures to increase efficiency and accuracy.

Business Operations & Special Projects

• Work closely with the Managing Director and firm leadership on business planning, operational priorities, and strategic initiatives.
• Develop, maintain, and report on key financial and operational performance metrics, including reviewing and improving operational processes, systems, and workflows firm-wide.
• Prepare financial and operational information and analyses to support leadership decision-making.
• Support the implementation and optimization of technology, systems, and business processes.
• Coordinate and manage special projects and strategic initiatives as required.
• Assist with vendor management, contracts, office administration, and other business operations.
• Identify opportunities to improve the firm’s overall efficiency, client experience, and internal processes.
• Take ownership of projects from planning through execution, ensuring deadlines and deliverables are met.

Marketing & Communications

• Support and oversee the execution of the firm’s marketing and communications strategy in collaboration with the Managing Director and external marketing resources.
• Manage and coordinate the firm’s marketing initiatives, from development through to distribution, via LinkedIn, email communications, newsletters, website content, and other digital communications.
• Manage firm webinars and events, including registration, promotional materials, communications, logistics, and post-event follow-up.
• Maintain and coordinate updates to the firm’s website, ensuring content is current, accurate, and aligned with the firm’s brand.
• Manage and maintain the firm’s mailing lists and subscription databases, including ongoing compliance with applicable CASL requirements.
• Monitor and report on marketing and communications analytics, including email, website, social media, and webinar performance.
• Work with internal and external stakeholders to develop and implement marketing projects and initiatives.
• Identify opportunities to improve the firm’s visibility, communications, and engagement with clients and professional audiences.

Knowledge, Skills, & Experience

• 5 years of progressive experience in finance, accounting, operations, business administration, or a related role; experience working in a law firm or other professional services environment is required.
• Experience managing financial operations, including billing, accounts payable/receivable, reconciliations, cash management, and financial reporting.
• Accounting, finance, or business education or designation (CPA, CMA, CGA, accounting/finance diploma or degree) is an asset.
• Experience with QuickBooks Online and Clio or similar accounting and practice management systems is an asset.
• Experience in marketing, communications, project management, or business development is required.
• Strong analytical and problem-solving skills, with the ability to interpret financial and operational information and identify trends and opportunities.
• Highly organized and detail-oriented, with excellent time management and the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills and a professional, client service-oriented approach.
• Ability to work independently, take initiative, and exercise sound judgment.
• Comfortable working in a fast-paced, collaborative environment with a high degree of accountability.
• Strong proficiency with Microsoft Office, particularly Excel.
• Positive, solutions-oriented attitude and demonstrated ability to work effectively as part of a team.

Why Join Rubin & Co. LLP?

Rubin & Co. LLP is a growing workplace investigations and consulting firm committed to providing thoughtful, high-quality services to organizations navigating complex workplace matters. We offer an opportunity to work closely with firm leadership and play a meaningful role in the continued growth and development of the business. If this position and our firm are of interest to you, please send your resume in confidence to [email protected].

We thank all applicants for their interest in joining our team. However, only those selected for an interview will be contacted. **No agencies please.**

To learn more about Rubin & Co. LLP, visit www.rubinandco.ca.