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
Skills Required
- 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, preparing minutes, tracking action items, and coordinating leadership-level meetings and visitor arrangements
- Experience in outsourcing, engineering, technology, construction, or multinational companies
What We Do
VIATechnik is a digital transformation leader in the architecture, engineering, and construction (AEC) industry. The firm specializes in Virtual Design and Construction (VDC), Building Information Modeling (BIM), digital twin technology, and software development to transform the analog world of design and construction into digital platforms, enabling efficient design and industrialized construction for global high-profile projects.
