Business Administration Manager at ibase-t – Lake Forest, California

About JobThe Business Administration Manager is an in-office role responsible for overseeing and continuously improving the Company’s administrative and corporate support functions. This position ensures efficient day-to-day administration through a hands-on, on-site presence while supporting leadership with planning, budgeting, policy development, and operational analysis. The Business Administration Manager partners closely with executive leadership and functional leaders to ensure administrative services, facilities, real estate, contracts, travel management, and shared services are delivered effectively, cost-efficiently, and in alignment with company objectives.

Essential FunctionsAdministrative & Operational Management

· Manage and coordinate core administrative functions to support organizational effectiveness and business continuity.

· Serve as a central point of coordination across facilities, real estate, procurement, contracts, travel, and shared services.

· Ensure administrative operations are aligned with company policies, best practices, and internal service expectations.

Planning, Budgeting & Analysis

· Lead continuous improvement of the administrative budgeting process through collaboration with department leaders and ongoing performance tracking.

Policies, Procedures & Systems

· Develop, implement, and enforce administrative policies and procedures to improve consistency, compliance, and operational efficiency.

· Evaluate and manage systems and tools used for facilities, logistics, travel, contracts, real estate, and procurement management.

· Maintain clear documentation of administrative workflows, controls, and responsibilities.

Facilities & Real Estate Administration

· Support the planning and management of owned and leased real estate assets on a current and forward‑looking basis.

· Assess facility locations for suitability based on operational, workforce, logistics, and business needs.

· Oversee facility‑related services, including:

o Building maintenance and construction coordination

o Telecommunications and data systems support

o Workplace services such as mailroom, printing, records management, food services, security, and travel coordination

· Evaluate internal versus external service models and oversee vendor performance.

Travel Management

· Oversee the company’s travel management program, ensuring cost‑efficient, policy‑compliant travel arrangements for domestic and international business needs.

· Maintain and continuously improve corporate travel policies, standards, and approval workflows.

· Manage relationships with travel vendors, agencies, booking platforms, and preferred partners, ensuring quality of service, negotiated rates, and adherence to contractual terms.

· Analyze travel spend, trends, and compliance to optimize cost savings and operational efficiency.

· Provide travel support and guidance to employees, resolving escalations and ensuring a consistent travel experience across the organization.

Contracts & Vendor Administration

· Coordinate the review, negotiation, administration, and tracking of operational and administrative contracts.

· Partner with Finance and Legal to ensure contract terms align with business needs, cost expectations, and compliance requirements.

· Monitor vendor relationships, performance metrics, renewals, and service levels.

Shared Services & Outsourcing

· Assess opportunities to improve administrative services through outsourcing or shared service models.

· Manage relationships with external service providers and ensure service delivery meets agreed‑upon standards and cost objectives.

Stakeholder & Governance Support

· Manage stockholder services activities related to communications and administrative record keeping, excluding legal and financial reporting responsibilities.

· Provide administrative support for board and executive initiatives as related to corporate administration and operations.

Core Competencies

· Administrative Leadership

· Organizational Effectiveness

· Problem Solving & Analytical Thinking

· Budgeting & Financial Acumen (Operational Focus)

· Project & Process Management

· Clear Written and Verbal Communication

· Vendor & Stakeholder Management

· Professional Credibility & Accountability

Required Education & Experience

· Bachelor’s degree from an accredited institution, or an equivalent combination of education and relevant experience.

· 8–10+ years of experience in business administration, corporate services, facilities, operations, travel management, or related field.

· Experience supporting senior leadership in a multi‑department or multi‑location organization preferred.

· Position is required to be in-office