Business Operations Administrator - Fort Lauderdale, Florida

Pinewood.AI • Fort Lauderdale, FL

93d

About The Position

Pinewood.AI is establishing a new North American base in Fort Lauderdale and we’re looking for a highly organised, proactive Business Operations Administrator to help make it happen. This is an exciting opportunity to play a key role in building and running our new office, supporting the leadership team, and ensuring everything operates smoothly as we expand across North America. You’ll report to our General Counsel & Chief of Staff, taking ownership of setting up and managing the office, overseeing facilities, coordinating suppliers, and providing hands-on support to the C-suite. You’ll be a trusted partner who enjoys creating structure, managing operations, and making sure the details behind a growing business are handled efficiently. If you’ve previously been an Office Manager, Business Manager or Executive Assistant this could be a great next step for you!

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.

Nice To Haves

• 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.

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.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level