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Pinewood.AI · 2 months ago

Business Operations Administrator - Fort Lauderdale, Florida

Fort Lauderdale, FL

Full-time

Hybrid

Mid Level

Pinewood.AI is establishing a new North American base in Fort Lauderdale, and they are seeking a highly organised, proactive Business Operations Administrator to help make it happen. This role involves managing the new office setup, overseeing facilities, and providing executive-level support to senior leaders as the company expands across North America.

SoftwareSoftware Engineering

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

Qualification

Office managementOperations managementBudget managementMicrosoft OfficeCommunication skillsVendor managementInterpersonal skillsOrganisational skillsAdaptability

Required

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

Preferred

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

Company

Pinewood.AI

Pinewood.AI is an unparalleled Automotive Intelligence Platform that enables automotive retail customers and OEMs to drive growth and profitability throughout every aspect of their business.

Founded in 1981