Workplace Officer

About the Role  

We are looking for a highly organized, hands-on, and experienced Workplace Officer to support daily office operations, facilities coordination, workplace maintenance, and executive-level administrative requirements. This role will also join executive meetings to take notes, prepare and track executive-level minutes and action items, and provide end-to-end coordination support for management committee and other executive department head meetings.  

The ideal candidate already has experience in opening and operationalizing office spaces or office hubs, including site due diligence, vendor coordination, fit-out tracking, PEZA compliance, and workplace readiness. This role is best suited for someone who understands how to maintain a clean, organized, compliant, and employee-friendly workplace environment.  

Key Responsibilities  

Oversee daily workplace operations, office maintenance, and facilities coordination  

Maintain office cleanliness, organization, safety, and operational readiness  

Coordinate with building administration, contractors, vendors, and service providers  

Support office setup and expansion projects across the Philippines  

Conduct site due diligence and track office operational readiness requirements  

Coordinate permits, PEZA requirements, and government compliance documentation  

Implement and sustain 5S workplace standards and ISO-aligned processes  

Manage preventive maintenance, repairs, office supplies, and facility concerns  

Support workplace safety and employee experience initiatives  

Join executive meetings to take notes, prepare and track executive-level minutes, and monitor action items through completion  

Set up management committee and other executive department head meetings, including scheduling calls, booking meeting rooms, and coordinating all meeting requirements  

Prepare and consolidate presentation materials and ensure rooms, calls, food, and drinks are arranged as required for executive and department head meetings  

Manage visitor arrangements, including coordination of schedules, meeting preparations, and on-site support as needed  

Qualifications  

Bachelor’s degree in Business Administration, Facilities Management, or related field  

With 3 to >5 years of experience in workplace operations, office administration, or facilities coordination  

Proven experience in opening office spaces or office hubs in the Philippines  

Experience handling PEZA requirements and coordination with government agencies  

Strong experience coordinating with office building management and vendors  

Hands-on experience implementing 5S methodology in office environments  

Familiarity with ISO-compliant office processes and documentation  

Strong organizational, coordination, and problem-solving skills  

Proficient in Microsoft Office applications  

Proven experience in executive administration, including preparing minutes of meetings, tracking action items, and coordinating leadership-level meetings and visitor arrangements  

Preferred Background  

Candidates with experience in outsourcing, engineering, technology, construction, or multinational companies are highly preferred.  

What We’re Looking For  

We’re looking for someone who is proactive, detail-oriented, operationally disciplined, and capable of independently managing workplace operations while supporting office expansion and readiness initiatives.  

30-60-90 Day Success Plan  

First 30 Days  

Learn current workplace operations, vendors, facilities processes, and compliance requirements   

Assess office maintenance, cleanliness, and operational gaps   

Build working relationships with building administration, vendors, and internal teams   

Review PEZA, ISO, and workplace documentation   

Within 60 Days  

Improve preventive maintenance and vendor coordination processes   

Implement or strengthen 5S workplace standards   

Streamline tracking of office concerns, repairs, and operational requests   

Support ongoing office setup or expansion initiatives   

Within 90 Days  

Help establish standardized workplace operations and readiness processes   

Improve workplace efficiency, organization, and response times   

Ensure compliance documentation and operational trackers are organized and audit-ready   

Independently coordinate workplace operational requirements and office readiness activities