Microsoft Business Administrator - Site Lead Vancouver 

Canada, British Columbia, Vancouver 

792921464

This role requires 4 days a week in the Vancouver office.

Required/Minimum Qualifications

• 2+ years Administrative, Business Support, and/or customer service experience.

Other Requirements

Ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings:

• Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud Background Check upon hire/transfer and every two years thereafter.

Preferred Qualifications

• Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
  • OR equivalent experience.
• 2+ years experience serving as mentor to others.
• 3+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Find additional pay information here:

Microsoft will accept applications for the role until July 26, 2024.

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 and 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.

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 Microsoft.

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.