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