Admin and Liaison Officer (Facilities & Office Operations)

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