Operations & Administrative Officer

About The Back Room

We exist to free our clients' time so they can focus on what they do best — growing their business. We deliver smart, efficient solutions that liberate teams from the everyday admin, and we hold ourselves to the same standard. Time is the ultimate currency, and we treat it like it.

The Role
The Administrative Officer leads facilities and workplace operations of The Back Room Offshoring Inc. (TBR) at One West Aeropark, Clark Freeport Zone. Reporting to the HR & Admin Manager under the HR and Admin Department, the role runs the workplace day to day, covering facilities, security, supplies control, facility vendors, permits, company documents, and the Admin budget. The role supervises the Facilities Team so that every employee works in a safe, clean, secure, and well-equipped space. The role works alongside the Admin & Purchasing Officer, a peer who also reports to the HR & Admin Manager and handles procurement.

The Administrative Officer plans, monitors, and improves how Admin work gets done. This includes owning the Admin ticket queue and its service levels, keeping the Admin and Facilities trackers accurate, and coordinating with Purchasing, Finance, IT, Operations, Account Management, OSH, and the other HR divisions whenever a request, project, event, or incident needs Admin support. The role turns management priorities into clear work plans for the Facilities Team and reports status, risks, and spending to the HR & Admin Manager with No Surprises. The role also works with the HR & Admin Manager on site continuity, helping plan how the Clark office keeps running through power and internet outages, building issues, and calamities.

The Administrative Officer protects TBR's regulatory standing by making sure business permits, locator and zone requirements, facility safety certificates, contracts, agreements, and visa and work permit documents are processed, renewed on time, and kept on file. With an Owner Mindset and a strong sense of Act with Urgency, the role protects company resources, controls costs, and handles every vendor, budget, and employee program transaction with integrity and transparency.

II. KEY RESPONSIBILITIES

• Lead, supervise, and schedule the Facilities Team (maintenance, housekeeping/utility, and messengerial staff), including assigning daily tasks, monitoring attendance, giving feedback and coaching, and handling first-level team concerns with HR. Concerns beyond first level go to the HR & Admin Manager.

2.1

• Oversee office maintenance, cleanliness, security, and access control by doing regular facility walk-throughs, managing preventive maintenance schedules, and making sure issues are logged, assigned, and closed quickly.

• Keep and protect CCTV footage and badge access data. Control who can view, export, or copy records, keep access and release logs, and follow retention schedules. Release footage or access reports only on a written request (such as an HR investigation or incident report) that the HR & Admin Manager has approved and the Data Protection Officer (DPO) has cleared, in line with the Data Privacy Act. The Administrative Officer holds the records but does not decide on release.

• Own the Admin ticket queue. Sort, prioritize, assign, and track all Admin and facilities tickets from employees and departments, make sure requests are answered and resolved within agreed service levels, and fix the causes of repeat issues.

• Build and maintain Admin and Facilities trackers (such as Monday.com boards) for tickets, maintenance, supplies, vendor contracts, permits and renewals, assets, events, and budget spending, and keep every board accurate, updated daily, and ready for management review.

• Coordinate with Purchasing, Finance, IT, Operations, Account Management, OSH, and the other HR divisions on requests that involve several teams, onboarding and offboarding logistics, workstation set-ups, seat plans, client visits, and company projects.

• Work with the Admin & Purchasing Officer on facility vendors. The Admin & Purchasing Officer handles sourcing, quotations, supplier accreditation, purchase orders, checking delivered goods, and invoice review, as set out in that role's job description. The Administrative Officer defines facility and service needs, coordinates repairs and services, checks that vendors meet contract terms and service levels, confirms in writing that services and repairs are complete before the invoice is reviewed and endorsed to Finance, and gives performance input for vendor evaluations.

• Set inventory controls for office supplies, pantry items, and consumables, including reorder levels and issuance rules, with the HR & Admin Manager's approval. The Admin & Purchasing Officer monitors stock and replenishes it. The Administrative Officer runs a monthly count and reconciles it against issuances and purchases as a separate check.

• Manage company assets from purchase to disposal, including tagging, updating the asset register, transfers, and disposing of old, damaged, or surplus assets through approved procedures, with complete records, sign-offs, and data wiping of devices together with IT and Finance.

• Process, apply for, and renew company permits, licenses, certificates, contracts, lease and service agreements, and visa and work permit documents, and keep a renewal calendar so that no document lapses. This includes building permits, CDC & CIAC permits, and similar documents. The Administrative Officer leads the building lease and facility service contracts (such as housekeeping and security), with the Admin & Purchasing Officer assisting.

• Assist the HR & Admin Manager in preparing, submitting, and monitoring the Admin Department budget. Track actual spending against the budget, flag variances early, and find ways to save costs.

• Follow liquidation and reimbursement processes as needed. Make sure cash advances taken by the Administrative Officer or the Facilities Team are liquidated on time, receipts and supporting documents are complete and valid, and reimbursements are reviewed and endorsed to Finance in line with company policy. Supplier invoices tied to purchase orders are checked by the Admin & Purchasing Officer.

2.2

• Maintain organized and secure digital and physical files for company documents, permits, the building lease and facility service contracts, asset registers, and Admin transactions, in line with data privacy requirements. The supplier database and supplier accreditation files stay with the Admin & Purchasing Officer.

• Oversee meeting and room bookings, travel arrangements, and visitor and client visit logistics for management and teams, and set clear booking and travel guidelines so these run smoothly and within budget.

• Plan and coordinate logistics for company events and engagement activities (venue, catering, suppliers, set-up, and schedules), and run employee perks programs with complete records and clear reconciliation.

• Support the OSH Division and the Safety and Health Committee on building safety, emergency preparedness, fire and earthquake drills, and facility-related incident reports and corrective actions.

• Work with the HR & Admin Manager on site continuity for the Clark office. This covers planning, testing, and carrying out measures for power, internet, and building outages, typhoons, earthquakes, and other calamities, keeping backup arrangements with vendors and building management, and leading Admin's response during disruptions. Continuity of client delivery sits with Operations and IT, not with this role.

• Prepare regular Admin reports on ticket metrics, facility status, vendor performance, inventory, renewals, and budget use for the HR & Admin Manager and management, and perform other administrative tasks that may be assigned.

III. COMPETENCIES

• Facilities and Administrative Operations Management: Plans, organizes, and controls facility, security, supply, and administrative operations so the workplace runs reliably every day. Anticipates needs, sets clear standards for the Facilities Team, and makes sure work is done consistently and well documented.

• Team Leadership and Supervision: Leads and motivates the Facilities Team by setting expectations, delegating well, giving timely feedback, and developing people. Models Show Respect Earn Respect and Communicate Expectations so the team works toward common goals.

• Owner Mindset and Accountability: Treats company resources, budget, and vendor relationships as if they were their own, making sound decisions that protect cost, quality, and integrity. Follows through on commitments in the spirit of Do What You Say and raises risks early with No Surprises.

• Cross-Functional Coordination and Stakeholder Management: Works well with Purchasing, Finance, IT, Operations, OSH, and HR to deliver requests and projects that involve more than one team. Communicates clearly and professionally with employees, vendors, landlords, and government offices to keep work moving.

• Systems, Tracking, and Data Management: Builds and maintains accurate trackers, ticket workflows, inventories, and records that give management up-to-date visibility. Uses ticket, spending, and vendor data to spot trends and guide decisions.

2.3

• Solving Over Blaming: Identifies and resolves operational problems quickly and calmly, focusing on causes and prevention rather than blame. Acts with Urgency on issues that affect employee safety, comfort, or business continuity.

• Adaptability and Continuous Improvement (Kaizen): Handles changing priorities and unexpected situations calmly, adjusting plans and resources as needed. Looks for ways to simplify processes, automate routine work, and improve service quality, in the spirit of Welcome Change Like a Friend.

IV. KNOWLEDGE & ATTRIBUTES

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field.

• At least 3 years of administrative or facilities work, including at least 1 year supervising staff.

• Experience handling permits and locator requirements in an economic zone (CDC, PEZA, or similar) is an advantage.

Knowledge

• Facilities management, including building maintenance, preventive maintenance planning, housekeeping standards, security, and access control.

• Vendor and contract management, including sourcing, canvassing, contract terms, service level monitoring, and supplier relationships, in coordination with the Admin & Purchasing Officer.

• Budgeting and cost control, including budget preparation, expense monitoring, variance analysis, and cash advance, liquidation, and reimbursement processes.

• Philippine regulatory requirements for business operations, including business and locator permits in the Clark Freeport Zone, BFP fire safety requirements, and visa and work permit processing for foreign nationals.

• Occupational Safety and Health standards (DOLE OSH Standards / RA 11058) as they apply to facilities, emergency preparedness, and incident reporting.

• Preferred: completed at least Safety Officer 1 (SO1) training from a DOLE-accredited provider.

• Data Privacy Act of 2012 (RA 10173) principles for handling and storing company and employee records, including CCTV footage and access-control data.

• Work management and ticketing tools (such as Monday.com boards and helpdesk systems), Google Workspace or Microsoft 365, and spreadsheet-based tracking and reporting.

• Asset, inventory, and records management practices, including asset disposal procedures and physical and digital filing systems.

• Site continuity and emergency planning, including outage and calamity response for the office.

Attributes

• High integrity and discretion in handling company resources, funds, vendor dealings, and confidential documents.

• Natural leader who sets clear expectations and earns the respect of the team.

• Highly organized, methodical, and process-oriented.

• Strong attention to detail and accuracy in records, trackers, and transactions.

2.4

• Service-oriented and wants to make a positive impact on the Employee experience.

• Proactive: anticipates needs and addresses issues before they escalate.

• Resilient and composed under pressure, including during emergencies and tight deadlines.

• Collaborative and approachable across departments and levels.

• Decisive and resourceful problem-solver.

• Strong negotiator and relationship builder with vendors and external partners.

• Clear and confident communicator, bilingual in Filipino and English (written and verbal).

• Available to respond to urgent facility or emergency needs outside regular hours when required, in line with company overtime and compensation policies.

• Strong cultural fit with the 13 Fundamentals of The Back Room Offshoring Inc.

This role is open to Philippine citizens currently based in the Philippines.

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