External Relations and Business Support Officer

Graybox Security; Metro Manila; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

Graybox Inc. is seeking an External Relations and Business Support Officer in Metro Manila to manage relationships with industry associations, procurement teams, suppliers and business partners.

The role combines event management, accreditation, bid coordination and sourcing support, ensuring opportunities are followed through and executives’ commitments are met. The incumbent will lead association secretariat activities, coordinate membership programs, and support vendor registrations, bids and

Qualifications

• Bachelor’s degree or higher in Business Administration, Management, Communications, Marketing or a related field.
• 3–5 years of experience in external relations, association administration, executive or board support, procurement coordination or business development support.
• Strong written and verbal English and Filipino communication; ability to prepare formal correspondence, minutes and reports.
• Experience planning and delivering professional or business events with budgets, logistics and post-event follow-through.
• Familiarity with accreditation, bidding and procurement processes; knowledge of PhilGEPS or client procurement portals is a plus.

Responsibilities

• Act as primary coordination contact for industry associations and memberships.
• Identify opportunities for memberships, committee roles and industry activities.
• Plan and manage association events, budgets, programs, speakers and venues.
• Lead secretariat operations, organize meetings, prepare minutes, and maintain governance records.
• Build relationships with procurement teams of clients, manage vendor accreditations and registrations.
• Coordinate client engagement activities, capability presentations and demonstrations.
• Coordinate bid requirements and documentation across internal teams; track milestones and outcomes.
• Maintain supplier and partner records, manage on-boarding and renewals.
• Provide updates on opportunities, costs and decisions; ensure timely handovers to delivery teams.

Skills

Relationship management

Event planning

Stakeholder coordination

Procurement coordination

Communication in English/Filipino

Microsoft Office

Google Workspace

Education

Bachelor's degree in Business Administration, Management, Communications, Marketing or a related field

Tools

Google Workspace

Microsoft Office

Job description

The External Relations and Business Support Officer manages relationships and facilitates opportunities across three groups: industry and professional associations, procurement teams of current and prospective clients, and suppliers and business partners.

The role combines proactive engagement, event management, accreditation, bid coordination and sourcing support, ensuring opportunities and commitments are followed through. It also serves as Secretariat Lead for designated associations where the company or its executives hold leadership, committee or secretariat responsibilities.

• Key responsibilities

1. Industry relations, memberships and association secretariat

Company industry relations and memberships

• Serve as the company’s primary coordination contact for industry and professional associations where the company, its executives or employees hold memberships.
• Identify and recommend memberships, committee roles and industry activities aligned with business priorities.
• Manage membership applications, renewals, dues, correspondence and participation requirements.
• Identify networking, speaking, sponsorship, awards and partnership opportunities, and coordinate the company’s participation.
• Plan and manage company-led or jointly organized industry events, including forums, networking sessions and professional development activities.
• Coordinate event objectives, budgets, programs, speakers, invitations, registration, venues, suppliers and on-site execution with relevant teams.
• Support executives’ and employees’ association commitments through briefing materials, scheduling and action tracking.
• Follow up on event contacts and opportunities, connect them with appropriate internal teams, and assess event outcomes.
• Track membership benefits, participation costs and resulting opportunities to inform renewal and engagement decisions.

Lead secretariat responsibilities for designated associations

• Independently lead day-to-day secretariat operations within an agreed mandate and work plan, taking ownership of administrative delivery and follow-through.
• Serve as the central coordination contact for officers, trustees, committee chairs, members and external partners; coordinate assigned secretariat staff and volunteers.
• Organize board, committee and general membership meetings, elections and other formal proceedings under the guidance of authorized officers; prepare materials and minutes, and maintain resolutions and action registers.
• Consolidate committee work plans, calendars and progress reports; translate approved decisions into actions, owners and deadlines, and escalating delays, dependencies and resource constraints.
• Administer membership applications, onboarding, renewals and inquiries; support member engagement and coordinate dues monitoring with designated officers.
• Lead the planning and delivery of association events and programs, coordinating organizing committees, budgets, sponsors, speakers, registration, logistics and on-site execution.
• Complete post-event communications, evaluations and reporting, and coordinate financial reconciliation with designated finance personnel.
• Prepare official correspondence and announcements for approval, and maintain authorized communication channels and organized governance and operational records.
• Support budget tracking, expense documentation and administrative compliance requirements with the Treasurer and other responsible officers.
• Establish reliable workflows, templates and reporting routines, and ensure orderly handovers when officers, staff or volunteers change.
• Protect association information and maintain appropriate separation from company commercial records and activities.

2. Client procurement relations, engagement events and bid support

• Build relationships with procurement teams of current and prospective clients, and understand their purchasing requirements, schedules and supplier registration processes.
• Manage the company’s vendor accreditations and registrations with clients and procurement platforms, including renewals.
• Monitor bids, requests for information and proposals, and other sourcing opportunities; screen against agreed criteria and coordinate internal bid/no-bid review.
• Facilitate introductions and capability briefings with procurement teams and relevant business and technical stakeholders.
• Plan and manage client engagement activities with commercial and technical teams, including capability presentations, solution briefings, demonstrations, workshops and networking sessions.
• Coordinate event objectives, budgets, agendas, presenters, invitations, venues, materials, logistics and delivery, in line with applicable client procurement and engagement protocols.
• Document client requirements, feedback and agreed actions from meetings and events, and coordinate follow-through with internal owners.
• Coordinate bid requirements, clarifications and documentation with commercial, technical, finance and legal teams, including participation in pre-bid conferences and bidder presentations.
• Maintain current eligibility documents; secure required certified copies, notarizations, bid securities and other supporting documentation; and check submissions for administrative completeness, correct format and timely delivery.
• Track procurement milestones, submissions and outcomes, retain submission records, and obtain feedback where available.
• Coordinate procurement-related administrative issues and support the handover of awarded opportunities to contracting and delivery teams.

3. Supplier and partner relations and sourcing support

• Develop and maintain relationships with current and prospective suppliers, technology principals, distributors, resellers and service or business partners.
• Identify suppliers and partners aligned with business needs, and coordinate introductions, capability briefings, product demonstrations and partnership discussions.
• Coordinate supplier accreditation and onboarding, monitor document expirations and renewals, and maintain the company’s reseller, channel and other partner registrations.
• Track partnership requirements, commitments and benefits, including certifications, training, discounts, incentives and joint marketing support.
• Facilitate joint business opportunities, referrals, co-selling and promotional activities, connecting partners with appropriate commercial and technical teams.
• Plan and manage supplier- and partner- related events, including product briefings, enablement sessions, workshops, webinars and joint client activities.
• Coordinate event objectives, budgets, funding or sponsorship support, content, speakers, invitations, logistics and delivery with partners and internal teams.
• Track event attendance, feedback, leads and agreed actions, and coordinate post-event follow-through.
• Obtain and compare quotations, availability, lead times, payment terms and support arrangements for internal evaluation and bid pricing.
• Follow up on orders, documentation, partner commitments and service issues with responsible teams.
• Maintain supplier and partner performance records, flag recurring concerns and dependencies, and recommend improvements to working arrangements.

Records, reporting and follow-through

• Maintain accurate contact databases and registers of memberships, accreditations, opportunities, bids and supplier or partner engagements.
• Maintain a consolidated engagement and events calendar, coordinating schedules and resource requirements across internal teams.
• Track deadlines, renewals and commitments, with clear owners and timely escalation of outstanding actions.
• Provide concise updates on opportunities, engagement outcomes, event costs, progress and decisions required.
• Improve coordination through shared calendars, templates, checklists and organized document repositories.
• Protect confidential information and ensure external representations and commitments have appropriate approval.

Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, Marketing or a related field.
• At least 3–5 years of relevant experience in external relations, association administration, executive or board support, procurement coordination, partner management or business development support.
• Demonstrated ability to independently manage administrative operations, coordinate senior stakeholders and drive actions to completion with minimal supervision.
• Experience planning and delivering professional or business events, including budgets, logistics, stakeholder coordination and post-event follow-through.
• Strong relationship management, judgment and discretion, with the ability to pursue commitments diplomatically.
• Strong written and verbal communication in English and Filipino, including preparation of formal correspondence, minutes, briefing materials and reports.
• Strong organizational skills and attention to detail, with the ability to manage competing priorities and deadlines.
• Familiarity with accreditation, bidding and procurement processes; experience with PhilGEPS or client procurement portals is an advantage.
• Proficiency in Google Workspace or Microsoft Office and shared contact, task, event and document management tools.
• Experience with professional associations or volunteer-led organizations is strongly preferred.
• Technology, cybersecurity or professional services experience is an advantage; technical certifications are not required.