Business Operations Administrator - Fort Lauderdale, Florida

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!

Key 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

Why Join Us?
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. If you enjoy variety, taking ownership, and working closely with senior leaders in a growing global company, this role offers real impact and progression.

About Us:

Our story began more than 20 years ago, but right from the start, it has been rooted in the specific needs of the automotive industry. As automotive professionals as well as technologists, we wanted to build practical technology solutions that were designed around how automotive businesses work, recognising what makes them different. 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.

Pinewood’s cloud-based secure end-to-end ecosystem unlocks the value of every customer. Our vision is to be the full-service technology partner that helps automotive retailers and OEMs run more efficiently and increase revenue by making better commercial and business decisions more easily.