Business Administrator

Overview

Microsoft is a company where passionate  innovators come to collaborate, envision what can be, and take their careers further. This is a world of more possibilities, more innovation, more openness, and sky-is-the-limit thinking in a cloud-enabled world.

Microsoft’s Vancouver site is home to engineering and product teams building for the age of AI. As the site grows, we are hiring a Business Support professional to keep our Vancouver location running smoothly — an onsite go-to who makes the office a great place to work and helps our teams do their best work.

This position focuses on a site rather than an individual leader — space and facilities coordination, onsite team and onboarding support, events and morale, supplies and resources, and community/meeting-space scheduling. It does not provide calendar or scheduling support. Instead, it focuses on keeping the Vancouver site running. This role is best suited to a highly organized, detail-oriented administrator who enjoys being the dependable onsite presence, works well with partner teams (Real Estate & Facilities, Security, IT), and operates with discretion and a service mindset.

Location and onsite expectation. This posting is for candidates located in the Vancouver, BC area. Because the role supports the site, it is an onsite position requiring a regular onsite presence at Microsoft’s Vancouver location minimum 3 days per week with 4-5 days preferred.

We do not just value differences or different perspectives. We seek them out and invite them in so we can tap into the collective power of everyone in the company. As a result, our customers are better served.

Responsibilities

Site Operations and Space Management

• Maintain up-to-date team spaces and maps for the Vancouver site (office locations/desk assignments, conference rooms, seasonally transitional spaces, remote/location status), with guidance.
• Partner with managers across the organization, senior Business Support colleagues, and space planners to learn and execute site space processes.
• Support large-scale space requests (e.g. office restacks, moves) liaising between local teams and the space planner.
• Use space-utilization data to recommend changes in space assignments and identify future site space requirements; maintain accurate, detailed information in the space database.
• Serve as an onsite point of contact for site logistics, escalating to senior team members and partner teams (Real Estate & Facilities, Security, IT) as needed.

Onsite Team and Employee Support

• Contribute to team experience activities and help maintain a positive, inclusive, well-connected onsite environment.
• Coordinate logistics and onboarding support for new employees, vendors, and interns at the site (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups); act as an essential onsite contact for questions and company information.
• Maintain and manage headcount-related activities in collaboration with Business Managers and/or Chief of Staff offices, including transfers, reporting, offboarding, and transactions within headcount tools.
• Collaborate with Global Talent Acquisition (GTA) to support recruitment and partner with hiring managers, under the guidance of senior colleagues as needed.

Community and Meeting-Space Scheduling

• Manage community-space and conference-room calendars for the site as needed, ensuring shared rooms and spaces are booked, prepared, and available for onsite meetings and events.
• Ensure meeting settings are ready (e.g., booking rooms, assisting with audio-video and technical troubleshooting) for onsite gatherings.
• Learn to manage ambiguous situations with guidance from senior colleagues.

Event Coordination and Morale

• Support planning, coordination, promotion, and execution of site events, morale activities, and team gatherings.
• Assist with determining event needs and outcomes; may own event itineraries; act as a point of contact for event changes.
• Address preparatory setbacks and escalate as needed; contribute to post-event close-out (e.g., tracking attendance, distributing materials).

Resource, Supply, and Hardware Management

• Contribute to and oversee planning, tracking, maintenance, and adjustment of the team’s equipment and inventory based on stock and business needs (e.g., store room, hardware, office supplies, snacks).
• Process expense reports in full compliance with Microsoft policy; participate in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting as needed.
• Perform vendor and supplier management (e.g., ensuring set-up for financial processing, opening purchase orders); may contribute to budget management in partnership with Finance and Business Managers.

Cross-Functional Collaboration and Communication

• Build strong relationships with stakeholders across multiple organizations (e.g., Business Support professionals, Real Estate & Facilities, Security, IT, HR, Finance, event planners, peers) to enable the site and its teams.
• Begin to communicate with external partners, vendors, and audiences as needed; represent the site and Microsoft professionally.

Project Ownership

• Execute various site projects and tasks. Learn to take accountability for components of assigned project outcomes. Seek to ask questions and share ideas related to projects.

Discipline Growth and Development

• Learn the organization’s culture and business admin charter.
• Participate and engage with the Business Support community; shadow and learn from others.

Culture and Values

• Embody Microsoft’s culture and values by demonstrating integrity, accountability, inclusion, collaboration, and a growth mindset in all aspects of the role.

Qualifications

Required Qualifications

• 2+ years administrative, business support, and/or customer service experience.

Job Requirements: Other & Additional 

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

• 3+ years administrative, business support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and basic administration work.
• Associate's/Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience.
• 1+ year(s) experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
• Attention to detail, sound judgment, follow-through, and the ability to handle confidential information with discretion.
• Effective written and verbal communication skills, with the ability to engage across teams and stakeholders.

Business Support ATR-C - The typical base pay range for this role across Canada is CAD $52,200 - CAD $87,600 per year.

Find additional pay information here:https://careers.microsoft.com/v2/global/en/canada-pay-information.html

Business Support ATR-C - L'échelle salariale de base typique pour ce rôle dans l'ensemble du Canada est de 52,200 $ CAD à 87,600 $ CAD par année.

Pour plus d'information au sujet de la rémunération, veuillez cliquer ici:https://careers.microsoft.com/v2/global/en/canada-pay-information.html

Ce poste sera ouvert pendant au moins cinq jours et les candidatures seront acceptées de façon continue jusqu’à ce que le poste soit pourvu.

This position will be open for a minimum of 5 days, with applications accepted on an ongoing basis until the position is filled.

---

Microsoft est un employeur offrant l’égalité d’accès à l’emploi. Tous les candidats qualifiés seront pris en considération pour l’emploi, sans égard à l’âge, à l’ascendance, à la citoyenneté, à la couleur, aux congés médicaux ou familiaux, à l’identité ou à l’expression de genre, aux renseignements génétiques, à l’état d’immigration, à l’état matrimonial, à l’état de santé, à l’origine nationale, à un éventuel handicap physique ou mental, à l’affiliation politique, au statut de vétéran protégé ou au statut militaire, à la race, à l’ethnie, à la religion, au sexe (y compris la grossesse), à l’orientation sexuelle ou à toute autre caractéristique protégée par les lois, ordonnances et règlements locaux applicables. Si vous avez besoin d’aide avec des accommodements religieux et/ou d’un accommodement raisonnable en raison d’un handicap pendant le processus de candidature, apprenez-en plus sur la demande d’accommodement.

Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance with religious accommodations and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.