Workplace Operations Lead: Office Setup & Exec Admin

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

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.