Workplace Officer (Administrative Officer)

VIATechnik Inc.; Philippines; On-site; PHP 420,000 - 660,000; Full time

Job summary

VIATechnik Inc. seeks a highly organized Workplace Officer to support daily office operations, facilities coordination, and executive-level administrative tasks across the Philippines.

The role requires experience in opening office spaces, PEZA coordination, site due diligence, 5S and ISO-aligned processes, and strong vendor management. You will join executive meetings, take notes, track minutes and action items, and help manage readiness for current and expansion projects.

Qualifications

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

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.

Skills

Organizational skills

Coordination

Problem-solving

MS Office

Executive administration

5S methodology

Education

Bachelor’s degree in Business Administration or related field

Tools

PEZA coordination

Job description

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,prepareand 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 tomaintaina 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,prepareand track executive-level minutes, andmonitoraction 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 andconsolidatepresentation materials and ensure rooms, calls, food, and drinks are arranged asrequiredfor 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

• With3to 5years 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 5Smethodologyin 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 inoutsourcing, engineering, technology, construction, or multinational companies are highly preferred.

WhatWe’reLooking For

We’relooking 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

• Helpestablishstandardized 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