Project Co - ordinator managing client - site operations and facilitating moves in a fast - paced environment. Supporting workplace operations and ensuring smooth project delivery for JLL.
About the role
- Business Operations Administrator supporting the setup and management of Pinewood.AI’s Fort Lauderdale office. Overseeing operations, facility management, and executive support for U.S. leadership team.
Responsibilities
- Lead the setup and day-to-day management of Pinewood.AI’s new Fort Lauderdale office, including facilities, suppliers, and vendors.
- Oversee all building operations, liaising with landlords, contractors, and service providers to ensure a professional and efficient workspace.
- Provide executive-level support to senior leaders, including diary management, travel booking, and expense coordination.
- Manage budgets, purchase orders, and supplier contracts for the U.S. operation.
- Develop and maintain office policies, health and safety standards, and administrative systems.
- Coordinate onboarding and ongoing support for local employees.
- Organise meetings, company events, and business travel logistics.
- Act as the main point of contact for visitors, clients, and staff.
- Collaborate with the UK head office to align on processes, systems, and company culture.
- Support wider operational and business projects as Pinewood.AI’s North American presence grows.
Requirements
- Proven experience in office management, operations, or business administration.
- Strong organisational skills with the ability to manage multiple priorities.
- Confident handling facilities, suppliers, and building management tasks.
- Excellent communication and interpersonal skills with a professional, proactive approach.
- Comfortable supporting senior leaders and managing sensitive information.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams or Zoom.
- Self-motivated, adaptable, and comfortable working independently in a fast-moving environment.
- Eligible to work in the U.S.
- **Desirable Experience: **
- Experience setting up or managing a new office or location.
- Previous exposure to international or UK-based teams.
- Background in technology, software, or automotive industries.
- Knowledge of U.S. facilities and vendor management.
Benefits
- A very competitive salary
- Generous car allowance
- Excellent bonus scheme
- Flexible mix of home and office working
- 4 weeks PTO
- 401k
- Excellent health insurance benefits
- Regular 1-2-1s and career development opportunities
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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