Workspace Operations Administrator

About Us:

Ballard Spahr is a nationally recognized law firm with more than 750 lawyers across 19 offices in the United States. A career at Ballard Spahr means joining a team of talented mentors, colleagues, and friends, supported by strong leadership that actively encourages professional growth.

We are seeking a highly skilled and motivated Workspace Operations Administrator to join our dynamic team. This role will collaborate closely with our Chief Risk Management Officer and Senior Director of Workspace Operations to support the Firm's office operations and manage our real estate portfolio. The successful candidate will demonstrate mastery of administrative skills, excel in a fast-paced environment, and work effectively with various administrative departments including Accounting, Human Resources, and Project Management.

This hybrid position offers a work schedule of 3 days a week in the Philadelphia or Washington D.C. office.

Why Join Us?

• Innovative Work Environment: Become part of a forward-thinking firm that enjoys substantial support and visibility from the firm's executive leadership.

• Professional Development: Take advantage of continuous learning opportunities and avenues for career growth.

• Inclusion: Join a Business Resource Group and share cultural, experiential, or job-related interests, experiences, and/or backgrounds.

• Impactful Contributions: Play a pivotal role in developing industry-leading solutions that make a significant difference in legal practice and client service.

Your Role:

As an Workspace Operations Administrator within our Office Administration Team, you will:

• Process vendor payments and approvals for the Office Administration Department.

• Prepare and manage annual expense budgets and project budgets.

• Support the Financial Planning & Analysis team with occupancy budgeting.

• Review and respond to variance reports.

• Participate in construction and vendor meetings.

• Verify lease-related documents and maintain capital/expense budgets for projects.

• Organize project documentation in designated workspace tools.

• Maintain accurate floor plans and administer the Eptura Workplace for space management.

• Act as the primary contact for lease-related matters and assist with contract administration.

• Assist with the annual review and bonus processes.

• Lead and contribute to special projects.

• Prepare various reports and analyses as requested.

• Maintain and prepare reports related to growth, occupancy statistics, and construction budgets.

• Generate monthly scorecards for the Office Administration Department.

• Schedule meetings and manage calendars effectively.

• Process expenses.

• Prepare agendas, meeting minutes, and various ad hoc reports as needed.

What We're Looking For:

• Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.

• Teamwork: Teamwork and collaboration skills to build constructive relationships across departments.

• Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.

• Client-Service: Exceptional client service orientation with an understanding of legal services.

Required Experience:

• Minimum of 3 years of equivalent work experience, preferably in a legal setting, along with a bachelor's degree is preferred.

• High level of proficiency with technology and process management.

• Strong organizational, verbal, written, and interpersonal skills.

The targeted salary range for this position is from $80,000 - $100,000, which reflects the firm's good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors such as the candidate's experience, qualifications, and location.

Ballard Spahr offers an excellent benefits package. A summary of available benefits can be found here in the Careers section of the firm's website.

Ready to Grow with Us?

If you are ready to play a vital role in the firm's success, we encourage you to apply and be a part of our commitment to excellence.

At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.

Ballard Spahr is an equal opportunity employer. We offer equal consideration to all qualified applicants, regardless of race, ethnicity, religion, age, national origin, handicap or disability, citizenship, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity and expression, transgender status, sex stereotyping, genetic information, ancestry, veteran status or any other category protected by applicable law.

The firm is not accepting resumes from search firms for this position.