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Business Admin Coordinator

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Responsibilities:

 

  • Supporting one Principal Group Manager (GEM) with calendar management - proactive scheduling, detailed coordination and preparation, making decisions on the GEM’s behalf on shifting business priorities to ensure accurate scheduling and appropriate allocation of time, travel arrangements, and all expense reports.
  • Partnering with site administrative staff in Vancouver, BC, Canada. Coordinating and cross-collaborating with Administrative team in Redmond, WA. Partnering with HR, Staffing, and Finance as well as facilities for space management.
  • Managing headcount, adhering to NTE, tracking open positions, creating requisitions, onboarding new hires, and keeping up to date with Headcount related tools. Maintaining distribution lists. Managing space allocation, anticipating possible compression issues, scheduling individual moves, and assisting with group moves.
  • Purchasing equipment, services and supplies, managing supplier and vendor contracts, creating purchase orders and processing invoices. Assist with establishing equipment ordering and supply guidelines, ensuring lowest cost/best quality options are chosen. Track assets, updating custodians, cost centers, PC Recycled assets, and equipment transfers.
  • Reviewing operating budget and spend, identifying near-overages and issues. Partnering with Finance to ensure no reporting discrepancies. Acting as interim approver on all team expense reports, ensuring coding accuracy.
  • Organizing and planning off-sites and morale events and also cross-collaborating, planning, and support on team and org events including All-Hands Meetings, morale events, and others as needed.
  • Understand the rhythm of the business and ship cycles, in order to most effectively plan events and meetings, anticipate spend, and provide support based on the business needs at the time.
  • Opportunity to help manage projects, run Education focused events (school visits, hosting a class, give demos, create presentation slides)
  • Help set up and drive some meetings such as weekly demos (getting Skype set up, organizing presentations, voting for winners, prizes)
  • Morale & Social coordinator (opportunity to be creative coming up with events or “tribal” activities to help build team culture  ex:  Yolo Fridays, Holiday parties)
  • Come on the team and be as empowered as you want to be because you want to build a cohesive, fun and productive environment for the team

 

Qualifications:

 

  • Minimum of 3-5 years of demonstrated successful Business Administrative experience in a fast-paced administrative capacity
  • Calendaring experience
  • Strong verbal and written communication skills
  • Detail-oriented with strong problem-solving and troubleshooting skills
  • Strong cross-team collaboration skills
  • Ability to be flexible and work quickly and efficiently in a fast-paced environment
  • Ability to react with appropriate urgency to situations and requests
  • Must be able to maintain confidentiality and use discretion and judgment at all times
  • Exercise sound judgment, tact, diplomacy, integrity and professionalism in all communications
  • Proficiency in: Microsoft Outlook, Excel, Word and experience in MSS, Informa, and MS Space preferred.
  • Ability to lift and move standard office equipment (i.e. computers and peripherals)

 

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