Role Description We are seeking a highly organized and detail-oriented Contracts Administrator to support a construction business undergoing a full operational reset and scale-up. This is a key foundational hire, with the opportunity to take ownership of core administrative and coordination functions. You will work closely with the business owner to streamline processes, manage contracts, and ensure smooth project flow from approval through to execution. The goal is for you to become fully independent in managing day-to-day operations within approximately 3 months. Key Responsibilities: - Manage incoming and outgoing contracts, ensuring accuracy and completeness - Prepare, track, and follow up on quotes and RFQs (Requests for Quotation) - Monitor project costs and maintain up-to-date quote tracking systems - Follow up on invoices and assist in chasing outstanding payments - Support basic scheduling and coordination of jobs and stakeholders - Provide general administrative support/scheduling across projects from approval to execution - Maintain organized records, documentation, and tracking systems - Identify inefficiencies and proactively improve workflows and processes Qualifications - Proven experience as a Contracts Administrator, preferably within the construction industry - Strong organizational skills and exceptional attention to detail - Proficient in Excel or Google Sheets for tracking, reporting, and data management - Basic financial understanding (cost tracking, invoices, payment follow-ups) - Ability to work independently and take ownership of processes - Proactive, resourceful, and solutions-oriented mindset - Strong communication skills (written and verbal) - Prior experience supporting international clients is a plus Requirements - Remote role set up as an independent contractor engagement - Disclose any existing ongoing roles or client work - Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”) Benefits - Compensation range: $1,500 AUD Monthly - Flexibility in managing your time - Work aligned with AU business hours (approx. 8 AM - 4 PM, Monday to Friday)

• Assist attorneys and paralegals with day-to-day case management tasks across pre-litigation and litigation phases • Maintain and organize digital and physical case files, ensuring accuracy and completeness • Input, update, and track case information in case management systems • Draft and format legal documents, including: Demand letters, Client correspondence, Medical record requests, Basic pleadings and forms • Prepare document packets for filing, service, and client review • Assist with assembling discovery and trial materials • Request, track, and organize medical records, bills, and supporting documentation • Summarize treatment timelines and expenses for attorney/paralegal review • Serve as a primary point of contact for clients (English/Spanish) • Provide updates, request documents, and guide clients on next steps • Communicate with insurance companies, healthcare providers, and third parties • Follow up on outstanding records, claims, and documentation • Schedule appointments, depositions, and meetings • Track key deadlines (appointments, document requests, follow-ups) • Provide administrative support to the PI legal team as needed

Department: Unassigned About Us: Ballard Spahr, LLP is a renowned national law firm with more than 750 lawyers across 19 offices in the United States. A career at Ballard Spahr offers a diverse group of mentors, colleagues, and friends, and strong leadership that provides support and encouragement for career growth. Ballard Spahr LLP is seeking an entry-level Legal Support Assistant (LSA) to support the Legal Administrative Assistant (LAA) with the AST team by performing a variety of legal and administrative duties and working on multiple assignments, work processes and projects. This position is fully remote and is 40 hours per week. The hours are Monday – Friday, 1:00 p.m. – 10:00 p.m. EST. 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 a Legal Support Assistant within our AST team your responsibilities include but are not limited to: - Preparing mailings, filing documents (physical and electronic), creating and updating pleadings, entering time and processing narrative edits. - Preparing check requests, submitting expense reports, coordinating conference room services and travel requests. - Preparing and formatting correspondence and documents, converting PDFs to Word documents, conducting blackline/redline documents and assisting with preparing closing/hearing binders. - Reviewing, editing and invoicing of proformas, running monthly reports and pulling documents from the Court or Recorder website. What We’re Looking For: - Growth Mindset: Agile, self-motivated and highly collaborative with a passion for continuous learning and problem-solving. - Communication: Strong verbal and written communication abilities. - Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently. Required Experience: A high school diploma or equivalent is required, college is a plus and prior law firm or professional services experience is preferred. Excellent technical, interpersonal, communication and organizational skills are essential to be successful in this position. Candidates should be comfortable working in a large professional environment, and have working knowledge of the firm’s computer applications, document management system, and Microsoft Office, particularly with Word, Excel, and Outlook. The salary range for this position is from $50,000 - $55,000, 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 location, experience and qualifications. 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.

Job Title: Legal Assistant Position Type: Full-Time, Remote Working Hours: U.S. client business hours (with flexibility for filing deadlines and court calendars) About the Role: Our client is seeking a Legal Assistant to support attorneys with administrative and procedural tasks. This role is critical for ensuring that legal teams are well-organized, documents are properly prepared and filed, and clients receive timely communication. The Legal Assistant provides the foundation that allows attorneys and paralegals to focus on substantive legal work. Responsibilities: - Document Preparation: Draft routine legal correspondence, prepare templates, and proofread contracts, pleadings, and filings for accuracy and format compliance. - Case & File Management: Organize case files in digital management systems (Clio, MyCase, PracticePanther). Ensure documents are current, labeled, and easily retrievable. - Court Filing: Prepare and file electronic submissions with state and federal courts. Track filing confirmations and maintain compliance with deadlines. - Scheduling: Manage attorney calendars, including hearings, depositions, client meetings, and filing deadlines. Send reminders and coordinate logistics. - Client Communication: Draft and send client updates, reminders, and requests for documents. Ensure all communications are professional and documented. - Research Support: Conduct preliminary legal research (statutes, case law, regulations) under attorney supervision. Summarize findings for attorney review. - Billing & Timekeeping: Track attorney billable hours, prepare invoices, and update billing systems. - Administrative Support: Coordinate notarizations, organize exhibits, and assist in trial preparation as needed. What Makes You a Perfect Fit: - Exceptionally organized and detail-oriented. - Skilled multitasker, able to manage multiple cases simultaneously. - Strong written and verbal communication. - Comfortable with technology and legal practice software. - Proactive in anticipating attorney and client needs. Required Experience & Skills (Minimum): - 2+ years administrative or legal support experience. - Proficiency with Microsoft Office/Google Workspace. - Familiarity with at least one legal case/document management system (Clio, MyCase, PracticePanther). - Strong typing, formatting, and proofreading skills Ideal Experience & Skills: - Knowledge of e-filing systems for state and federal courts. - Exposure to litigation, corporate, or compliance practice areas. - Experience tracking billable hours in legal billing software (Clio Manage, Timeslips, Bill4Time). - Basic legal research experience using Westlaw, LexisNexis, or government databases. What Does a Typical Day Look Like? A Legal Assistant’s workday is centered on supporting attorneys with precision, organization, and timeliness. You will: - Prepare and format documents — ensuring filings, contracts, and letters are accurate, compliant, and free of errors. - Manage calendars and deadlines — scheduling hearings, depositions, and client meetings while ensuring no deadlines are missed. - Coordinate case files — maintaining organized, up-to-date records in case/document management systems. - Support filings and compliance — preparing e-filings, logging confirmations, and double-checking that statutory or procedural deadlines are met. - Communicate with clients — drafting updates, collecting necessary documents, and maintaining a professional and responsive client experience. - Assist with billing and reporting — tracking attorney hours, preparing invoices, and updating billing records. In essence: Legal Assistants keep cases, schedules, and records running smoothly so attorneys can focus on legal strategy and client representation. Key Metrics for Success (KPIs): - Zero missed court or filing deadlines. - All client files current and audit-ready. - 100% error-free document preparation. - Attorney calendars consistently updated and conflicts avoided. - Timely, professional client communication logged in case systems. Interview Process: - Initial Phone Screen - Video Interview with Pavago Recruiter - Practical Task (e.g., proofread/redline a legal document or prepare a mock filing packet) - Client Interview - Offer & Background Verification