Job Title: Business Administrator
Start Date: ASAP
Initial End Date: 20th June 2026 (extension to be processed based on performance and budget)
Location: Paddington
Part Time: Onsite 3 days/week (6 hours/day)
OVERVIEW
The Azure Edge team seeks an experienced Business Administrator to support our UK-based staff. The ideal candidate excels in a fast-paced setting, manages multiple tasks independently, and is detail-oriented and collaborative. Responsibilities include team support, onboarding/offboarding, calendar and space management, event planning, and budget oversight.
Job responsibilities:
Leadership:
* Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self-reflection during challenging situations.
Space & Facilities Management Planning:
* Accurately maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status).
* Owns the space allocation, management process, messaging and conflict resolution within the Vancouver team.
* Works with Space Planner to coordinate large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team. Collaborates with others to design and plan room layouts, including furniture, technology, and equipment needs/assembly.
* Maintains accurate space utilization data and hygiene to recommend changes in space assignments and identify future space requirements. Escalates and shares with senior team members. Resolves escalations and postmortem issues.
* Special projects (as needed)
Event Coordination & Logistics:
* Owns the coordination, logistics, and direction for events. Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event). Acts as a point of contact for events (e.g., changes). Resolves preparatory setbacks and escalates to senior Business Support staff as needed.
* Collaborates and coordinates with stakeholders to set up events, as needed, and manages supplier and business relationships end to end. Engages in post event close out (e.g., tracking event results/attendance. Distributing post-meeting materials) in partnership with team members. Identifies learnings and suggests best practices for future events.
* Supports development of workback schedule, promotion, and necessary checkpoints.
* Ability to engage with others and actively reach out to FTEs for events.
* Create and maintain local distribution lists.
* Develop monthly events for Edge team members while adhering to Clients polices (onsite and offsite).
* Forecast quarterly expenses and monitor to ensure that events are within the established budget provided by the BizOps team. May include tracking invoices, payments, and expenses related per event. Also, financial reconciliation post event.
Team Management Support (Headcount Management, Recruitment, Onboarding/Offboarding):
* Facilitates team experience activities. Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process. Provides additional support for intern and university recruitment for the broader organization (e.g., planning, placement).
* Lands onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information. Connects new hires with the right stakeholders. Provides additional support for executive onboarding.
* Lands and manages headcount management activities in collaboration with Business Manager(s) and/or Chiefs of Staff including transfers/departures, reporting, offboarding, and transactions within headcount management tools. Identifies areas of improvements and updates for relevant headcount management systems. Works in partnership with Finance and team members to provide up-to-date headcount figures.
Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management):
* Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting (may include software licenses. Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
* Identifies and resolves expense and supply related issues (e.g., missing purchase orders, account imbalances) by communicating with senior leaders and Finance as applicable.
* May serve as interim approver for finance approvals. Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory. May perform vendor and supplier management, including ensuring they are set up for financial processing.
Project Ownership:
* Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.
* Streamlines processes, provides process improvements, and adjusts as needed.
* Leads efforts to determine measurable success of projects at their conclusion.
Cross-Functional Collaboration and Communication:
* Builds and leverages network across organizations to enable their team and leader's work. Serves as a liaison between executives and teams. Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams.
* Communicates with external partners/audiences and third parties. Represents their leader(s) and Client.
Calendar Management:
* Maintains and updates local events Rhythm of Business calendar.
* May provides strategic calendar management and time planning support for manager(s). Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities) as needed.
* May collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. May engage with leader and stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources [HR]) to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manages ambiguous situations.
* Administrative resource for interim support across E+P and flexibility to work within in Eastern, Pacific and Central time zones upon request.
* Develop and maintain a ROB calendar for local events including GIVE.
Leadership:
* Has the ability to thrive in a team environment or work independently with a positive attitude, decisiveness, and ability to proactively seek out organizational needs and take action.
Collaboration:
* Establish a rapport with Edge Leadership and keep their teams updated with organizational events, site updates & resources, and necessary information that may arise.
* Partner with on-site vendors (CBRE) and gain support for event coordination, security, mail services, and situational guidance when needed.
* Serve as a liaison within the Edge administrative community and subject matter expert for site related questions & assistance.