Business Administrator

Microsoft•Vancouver, BC

8d•CA$52,200 - CA$87,600•Onsite

About The Position

Microsoft's Vancouver site is home to engineering and product teams building for the age of AI. As the site grows, we are hiring a Business Support professional to keep our Vancouver location running smoothly — an onsite go-to who makes the office a great place to work and helps our teams do their best work. This position focuses on a site rather than an individual leader — space and facilities coordination, onsite team and onboarding support, events and morale, supplies and resources, and community/meeting-space scheduling. It does not provide calendar or scheduling support. Instead, it focuses on keeping the Vancouver site running. This role is best suited to a highly organized, detail-oriented administrator who enjoys being the dependable onsite presence, works well with partner teams (Real Estate & Facilities, Security, IT), and operates with discretion and a service mindset. This posting is for candidates located in the Vancouver, BC area. Because the role supports the site, it is an onsite position requiring a regular onsite presence at Microsoft’s Vancouver location minimum 3 days per week with 4-5 days preferred. We do not just value differences or different perspectives. We seek them out and invite them in so we can tap into the collective power of everyone in the company. As a result, our customers are better served.

Requirements

2+ years administrative, business support, and/or customer service experience.
Ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings: Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years thereafter.

Nice To Haves

3+ years administrative, business support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and basic administration work.
Associate's/Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience.
1+ year(s) experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
Attention to detail, sound judgment, follow-through, and the ability to handle confidential information with discretion.
Effective written and verbal communication skills, with the ability to engage across teams and stakeholders.

Responsibilities

Maintain up-to-date team spaces and maps for the Vancouver site (office locations/desk assignments, conference rooms, seasonally transitional spaces, remote/location status), with guidance.
Partner with managers across the organization, senior Business Support colleagues, and space planners to learn and execute site space processes.
Support large-scale space requests (e.g. office restacks, moves) liaising between local teams and the space planner.
Use space-utilization data to recommend changes in space assignments and identify future site space requirements; maintain accurate, detailed information in the space database.
Serve as an onsite point of contact for site logistics, escalating to senior team members and partner teams (Real Estate & Facilities, Security, IT) as needed.
Contribute to team experience activities and help maintain a positive, inclusive, well-connected onsite environment.
Coordinate logistics and onboarding support for new employees, vendors, and interns at the site (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups); act as an essential onsite contact for questions and company information.
Maintain and manage headcount-related activities in collaboration with Business Managers and/or Chief of Staff offices, including transfers, reporting, offboarding, and transactions within headcount tools.
Collaborate with Global Talent Acquisition (GTA) to support recruitment and partner with hiring managers, under the guidance of senior colleagues as needed.
Manage community-space and conference-room calendars for the site as needed, ensuring shared rooms and spaces are booked, prepared, and available for onsite meetings and events.
Ensure meeting settings are ready (e.g., booking rooms, assisting with audio-video and technical troubleshooting) for onsite gatherings.
Learn to manage ambiguous situations with guidance from senior colleagues.
Support planning, coordination, promotion, and execution of site events, morale activities, and team gatherings.
Assist with determining event needs and outcomes; may own event itineraries; act as a point of contact for event changes.
Address preparatory setbacks and escalate as needed; contribute to post-event close-out (e.g., tracking attendance, distributing materials).
Contribute to and oversee planning, tracking, maintenance, and adjustment of the team’s equipment and inventory based on stock and business needs (e.g., store room, hardware, office supplies, snacks).
Process expense reports in full compliance with Microsoft policy; participate in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting as needed.
Perform vendor and supplier management (e.g., ensuring set-up for financial processing, opening purchase orders); may contribute to budget management in partnership with Finance and Business Managers.
Build strong relationships with stakeholders across multiple organizations (e.g., Business Support professionals, Real Estate & Facilities, Security, IT, HR, Finance, event planners, peers) to enable the site and its teams.
Begin to communicate with external partners, vendors, and audiences as needed; represent the site and Microsoft professionally.
Execute various site projects and tasks. Learn to take accountability for components of assigned project outcomes. Seek to ask questions and share ideas related to projects.
Learn the organization’s culture and business admin charter.
Participate and engage with the Business Support community; shadow and learn from others.
Embody Microsoft’s culture and values by demonstrating integrity, accountability, inclusion, collaboration, and a growth mindset in all aspects of the role.