Safe Harbor Wills and Trusts

OPERATIONS MANAGER - SYSTEMS, WORKFLOWS & AI ENABLEMENT The Owner/Principal Attorney is a visionary, strategist, and innovator. Growth is now constrained by operational bandwidth, workflow consistency, and the absence of a single person fully owning execution across all practice areas. Why This Role Matters The Operations Manager exists to bring structure, follow-through, and operational discipline to the firm-turning vision into systems, and systems into results. This role is for someone who takes pride in doing things the right way-and isn't satisfied until they are done right. At Safe Harbor Wills & Trusts, growth means building systems that allow good people to do excellent work consistently, without cutting corners. As Operations Manager, your work will directly shape how the firm operates, how it scales, and how clients are served over the long term. You'll partner closely with an owner who values structure, respects operational leadership, and gives you the authority to implement systems that last. If you're motivated by clarity, accountability, and the satisfaction of building something durable and well-run, this role offers the opportunity to make a meaningful, lasting impact. CORE MISSION Turn vision into systems. Turn systems into habits. Turn habits into measurable time savings, consistent outcomes, and predictable growth. Compensation - COMPENSATION & GROWTH $67,500 - $75,000 base salary, DOE Bonus eligibility tied to firm growth and improved margins, 401(k) with employer matching, Life insurance, Paid vacation after ninety (90) days, clear path to Director of Operations as the firm grows Compensation: $67,500 - $75,000 base salary DOE - Bonus eligibility Responsibilities: SCOPE OF RESPONSIBILITY This is a firm-wide role covering all practice areas, including: Estate Planning Medicaid Planning Probate & Trust Administration Special Needs Planning Client C.A.R.E. program (Client Maintenance & Continuity Program) ABOUT THE C.A.R.E. PROGRAM Safe Harbor's C.A.R.E. program is the firm's ongoing client service and maintenance program, designed to provide structured follow-up, updates, and long-term support after initial legal planning is completed. The C.A.R.E. program supports consistent client engagement, document upkeep, funding alignment, and referral continuity across all practice areas. From an operations standpoint, the C.A.R.E. program functions as a recurring, system-driven component of the client lifecycle, requiring disciplined workflows, tracking, automation, and accountability to operate effectively at scale. The Operations Manager does not sell the C.A.R.E. program directly, but is responsible for ensuring it runs consistently, securely, and predictably as part of the firm's overall service model, enhancing client satisfaction, renewal rates, and referral rates. PRIMARY RESPONSIBILITIES Customer Journey & Workflow Ownership Own and maintain a unified Customer Journey Map (current and future state). Ensure workflows align with a consistent client experience across all practice areas. Eliminate ambiguity, rework, and handoff failures. Support the design, implementation, and oversight of a tiered drafting and production model, including appropriate use of offshore or third-party resources, while maintaining quality control, data security, confidentiality, and attorney review standards. Operations, Accountability & KPIs Build, document, and enforce Standard Operating Procedures (SOPs). Maintain role clarity and accountability across teams. Implement and monitor KPIs tied to file velocity, error rates, C.A.R.E. program metrics, and documented time saved. Run weekly operational check-ins and monthly KPI reviews. AI-Enabled Systems & Automation Design and deploy AI-assisted operational tools (e.g., call summaries, workflow reviews, C.A.R.E. follow-ups, internal training). Automate workflows within Clio, DecisionVault, ElderDocs, and related systems. Measure success by real, documented time savings and error reduction-not experimentation. Workflow Automation & Systems Integration Design, implement, and maintain reliable workflow automations that connect the firm's core systems. Integrate practice management, intake, drafting, communication, and AI tools. Use automation platforms such as Zapier, Make (Integromat), Microsoft Power Automate, or comparable tools. Build automations with appropriate error handling, access controls, documentation, and change management. Ensure automations are secure, production-ready, and governed-not ad hoc or experimental. AI Governance & Policy Authority Draft, implement, and enforce firm-wide AI use policies. Approve, modify, or shut down AI tools as necessary. Train staff and monitor compliance with AI and automation standards. Technology & Systems Stewardship Ensure technology supports workflows-not the other way around. Standardize file structures, task triggers, and system usage. Prevent shadow systems and inconsistent practices. Maintain awareness of confidentiality, data security, and vendor risk. POD & Leadership Sequencing Support leadership development only after workflows, systems, and KPIs are stable. Advise on readiness for leadership roles and delay when necessary to protect consistency. Owner Leverage & Dependency Reduction Act as an operational buffer between the Owner and the team. Translate strategy into executable plans. Reduce reliance on any single individual through documentation, systems, and cross-training. AUTHORITY The Operations Manager has the authority to enforce workflows, SOPs, automation standards, and AI policies. Hiring and firing authority is advisory; final personnel decisions rest with the Owner. LOCATION & TRAVEL Regular in-office presence required at the Syracuse/Camillus office. Occasional travel to the Watertown office. Quarterly out-of-area travel for training with the Owner. Out-of-area travel for training as necessary FINAL NOTE This role is for someone who takes pride in building systems that last, enjoys bringing order to complexity, and wants their work to materially improve both business performance and the daily experience of a professional team. If you're looking for a role where your operational discipline, technology fluency, and follow-through truly matter-we should talk. Qualifications: IDEAL EXPERIENCE & EDUCATION 7-12 years of professional experience. 5+ years in operations, systems, or process-driven roles. Experience managing people and enforcing standards. Bachelor's degree required; MBA helpful but not required. Valid driver's license. Background check required. Experience designing and maintaining workflow automations using tools such as Zapier, Make (Integromat), Microsoft Power Automate, or comparable platforms. Candidates should be comfortable integrating multiple systems, managing exceptions, and ensuring automations are reliable, secure, and well-documented. ASSESSMENTS Safe Harbor Wills & Trusts uses professional behavioral and work-style assessments as part of the hiring process. Final candidates may complete assessments, including DISC, Kolbe, and PRINT, to evaluate alignment with the responsibilities of the role and the working relationship with the Owner/Principal Attorney. These assessments are not pass/fail tests and do not replace interviews, experience, or a proven track record of success. They are used to support mutual fit. About Company Safe Harbor Wills and Trusts is a boutique law firm that focuses on helping individuals and families protect their home and life savings from the possibilities of unforeseen health and financial issues. Our practice areas are limited to: Elder Law, Estate Planning, Family and Legacy Planning, Supplemental Needs Planning, Probate, and Guardianship Proceedings. Safe Harbor Wills and Trusts believes in giving back to our communities. Employees are encouraged to participate in community and charitable events. When it comes to our team giving back, we believe we can all do well if we all do good. Compensation details: 0 Yearly Salary PI3eb9cef5-