Business Operations Administrator, Pinewood.AI

• 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
• If you’ve previously been an Office Manager, Business Manager or Executive Assistant this could be a great next step for you!
• If you enjoy variety, taking ownership, and working closely with senior leaders in a growing global company, this role offers real impact and progression

Desirable

• 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
• 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
• This is a unique opportunity to be part of Pinewood.AI’s North American growth from the ground up
• You’ll play a pivotal role in building our new Fort Lauderdale office and helping shape how we operate in North America