Admin and Liaison Officer (Facilities & Office Operations)

Viatechnik Inc.; Makati; On-site; PHP 380,000 - 560,000; Full time

Job summary

Viatechnik Inc. in Manila is seeking a Facilities Coordinator to maintain a clean, safe, and compliant workplace for employees.

You will be the main contact for building administration, contractors, vendors, and LGUs, and you will support senior leadership by scheduling meetings and tracking action items. The role covers daily office operations, preventive maintenance, 5S and ISO-aligned processes, and liaison work with government offices for permits.

Qualifications

• Bachelor’s degree or equivalent experience
• At least 3 years of experience in facilities coordination or office operations
• Experience with building management and vendors
• Experience liaising with government offices (LGUs) for permits
• Strong organizational, communication, and problem-solving skills

Responsibilities

• Run daily workplace operations including cleanliness, safety, supplies, and repairs
• Manage preventive maintenance and track facility concerns until resolved
• Implement 5S workplace standards and ISO-aligned processes
• Liaise with building administration, contractors, vendors, and LGUs for permits and compliance
• Support office openings and expansions, site due diligence and readiness checks
• Set up management meetings, take minutes, and track action items
• Coordinate visitor schedules and on-site arrangements

Skills

Organizational skills

Communication skills

Problem-solving

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office

Job description

About the Role

You will be the person who keeps our workplace clean, safe, compliant, and ready for employees. You will be the main contact for building administration, contractors, vendors, and government offices such as LGUs, and you will support our senior leadership by setting up their meetings and tracking their action items.

What You Will Do:

Office and facilities operations

• Run daily workplace operations, including cleanliness, safety, supplies, and repairs
• Manage preventive maintenance and track facility concerns until they are resolved
• Implement and sustain 5S workplace standards and ISO-aligned processes

Liaison, permits, and office setup

• Liaise with building administration, contractors, and vendors on day-to-day facility needs
• Liaise with government offices, such as LGUs, to secure permits and keep compliance documentation in order
• Support office openings and expansions, including site due diligence, fit‑out tracking, and readiness checks
• Keep compliance documents and operational trackers organized and audit‑ready

Executive meeting support (part of the role)

• Set up management committee and department head meetings: scheduling, rooms, calls, materials, food, and drinks
• Take notes in executive meetings, prepare minutes, and follow action items through completion
• Coordinate visitor schedules and on-site arrangements

What You Need:

• Any bachelor’s degree (equivalent experience is considered)
• At least 3 years of experience in facilities coordination, workplace operations, or office administration
• Experience working with building management and vendors
• Experience liaising with government offices, such as LGUs, for permits
• Strong organizational, communication, and problem‑solving skills
• Proficient in Microsoft Office

Nice to Have

• Experience opening or expanding office spaces in the Philippines
• Hands‑on experience with 5S and familiarity with ISO-compliant documentation
• Experience preparing meeting minutes and tracking action items for senior leaders
• Background in outsourcing, engineering, technology, construction, or multinational companies

Your First 90 Days

• 30 days: Learn our operations, vendors, and compliance requirements, and meet building administration and vendors
• 60 days: Improve preventive maintenance and request tracking, and strengthen 5S standards
• 90 days: Run workplace operations independently with audit‑ready documentation