COO / Firm Administrator

A growing estate planning, probate, and elder law firm in the Oklahoma City metro is seeking a COO / Firm Administrator to join its team in Norman, OK, with one day per week of remote flexibility. You’ll be the owner’s right hand, running day-to-day operations, leading the team, and building the systems and accountability that let the firm grow. This is the firm’s first operations leadership role, so you’ll build its systems from the ground up. The title and level will be set by experience, with a clear path from Firm Administrator to COO as the firm grows.

What You’ll Do as the COO / Firm Administrator:

• Partner with the firm owner as the Integrator, turning big ideas into a focused plan and keeping the firm on track
• Lead the full staff, with all team members reporting to you
• Run weekly L10 meetings and the firm’s EOS rhythm, including scorecards, Rocks, and issue solving
• Build KPIs, measurables, and performance standards, and hold the team accountable to them
• Improve staff productivity and remove bottlenecks across intake, client service, and administration
• Manage the budget, finances, and vendor relationships
• Lead hiring, onboarding, performance management, and HR administration, including benefits
• Realign compensation and incentive structures so the team is rewarded for the firm’s success
• Document processes and build training programs
• Help the owner prioritize initiatives and plan the firm’s long-term strategy
• Support future acquisitions and the integration of acquired firms
• Take operational work off the owner’s plate so he can focus on marketing, seminars, and high-value client work

Must-Haves as the COO / Firm Administrator:

• Proven operations leadership experience, including managing a team and holding it to performance metrics
• Experience building KPIs, scorecards, and performance standards and putting them into practice
• Hands-on experience with hiring, performance management, and HR administration
• Experience managing budgets, financial reporting, and vendor relationships
• Strong process documentation and training skills
• The strategic judgment to help a visionary owner prioritize and stay focused
• Initiative, anticipation, and a self-starter mindset
• A genuine passion for building teams and helping a growing firm reach its next stage
• Ability to work primarily onsite in Norman, OK, with some flexibility to work from the Oklahoma City office

Nice-to-Haves as the COO / Firm Administrator:

• Experience with acquisitions, including integrating an acquired firm or working through an acquisition
• EOS experience, especially as an Integrator running L10 meetings
• Operations leadership at a law firm, CPA firm, or financial advisory practice
• Estate planning, probate, or elder law firm experience
• Experience designing compensation or incentive plans
• Experience scaling a small or owner-led business

This Role Offers:

• Base salary of $110,000-$140,000, depending on experience, with flexibility for an exceptional COO-level candidate
• Annual performance bonus tied to firm growth
• Safe harbor 401(k) with a profit-sharing component
• Health, dental, and vision insurance
• One day per week of remote flexibility
• Flexibility to work from the Norman or Oklahoma City office
• A $5,000 relocation bonus for candidates moving to the area
• A true right-hand role with a seat at the table on the firm’s direction
• A clear path from Firm Administrator to COO as the firm grows
• The chance to build the operations of a growing firm from the ground up

Trueline is an unabashed equal-opportunity employer committed to a diverse workforce. We welcome smart and ambitious applicants and recruit, refer, hire, place, and promote without regard to race, color, gender, religion, national origin, ancestry, citizenship, disability, age, sexual orientation, or any other characteristic protected by federal or state law.