Hybrid Business Operations Administrator

at Pinewood.AI

• Job title: Business Operations Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Fort Lauderdale, United States

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