Workspace Operations Administrator

Ballard Spahr LLP • Washington, DC

13d • $80,000 - $100,000 • Hybrid

About The Position

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.

Requirements

• 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.

Responsibilities

• 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.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees