Office Manager & Mobilisation Coordinator

Office Manager & Mobilisation Coordinator – Philippines

Location: Ortigas Center, Metro Manila
Work Arrangement: Full-time, 100% on-site
Working Hours: Monday–Friday, approximately 8:00 AM–5:00 PM Philippine Time

We are looking for a proactive and highly hands-on Office Manager & Mobilisation Coordinator to become our first local support person in the Philippines.

This role combines four key areas:

• Office management
• Workforce mobilisation coordination
• Local staff administration
• Basic IT and equipment coordination

Key Responsibilities

Office Management

• Manage the day-to-day operation of the Ortigas office.
• Liaise with building management, office providers and local vendors.
• Coordinate office access, facilities, supplies, deliveries and maintenance.
• Maintain a professional and fully operational workplace.
• Support Philippines-based employees with local administrative matters.
• Maintain attendance, office access, equipment and administration records.
• Support practical employee onboarding and offboarding.
• Obtain quotations and approvals for local purchases and services.

Mobilisation Coordination

• Contact personnel to confirm availability and readiness for mobilisation.
• Confirm mobilisation dates, rosters, locations and site willingness.
• Follow up licences, tickets, qualifications and other required documents.
• Coordinate medicals, inductions and site-readiness requirements.
• Track mobilisation progress and outstanding actions.
• Maintain the centralised workforce and mobilisation database.
• Coordinate travel, accommodation and transport requirements.
• Track roster movements, travel changes and workforce availability.
• Coordinate replacements when personnel withdraw or become unavailable.
• Identify workforce shortfalls and support initial candidate availability calls.
• Escalate urgent issues, risks and broader recruitment requirements.
• Support mobilisation, remobilisation and demobilisation activities.

IT and Equipment Coordination

• Assist with setting up laptops, monitors, headsets, webcams and docking stations.
• Help employees with basic Microsoft 365, Teams and Outlook setup.
• Coordinate remote troubleshooting with the company’s IT support team.
• Arrange approved local repairs or replacement equipment.
• Ensure new employees have working systems and equipment from their first day.

Reporting and Administration

• Maintain accurate workforce, mobilisation and office records.
• Maintain asset, vendor, access, purchase and equipment-issue registers.
• Provide concise weekly updates covering mobilisation progress, office matters, risks, blockers and required approvals.
• Escalate urgent mobilisation issues immediately.

Requirements

• Approximately 3–5+ years of relevant professional experience.
• Experience in office management, mobilisation, workforce coordination, administration, recruitment coordination or a similar function.
• High-standard spoken English is mandatory.
• Good written English for professional correspondence and reporting.
• Strong telephone communication and follow-up skills.
• Excellent organisation and attention to detail.
• Good knowledge of Microsoft Excel, Microsoft 365, Teams and Outlook.
• Good basic IT and systems knowledge.
• Comfortable maintaining databases, registers and trackers.
• Comfortable making frequent calls and repeatedly following up outstanding actions.
• Ability to work independently and manage competing priorities.
• Willingness to work full-time on-site in Ortigas Center.
• Reasonable flexibility during urgent mobilisation periods.

Preferred Experience

Previous experience in any of the following would be advantageous:

• Workforce mobilisation
• Mining or construction
• Engineering
• Labour hire
• Shutdown or maintenance environments
• Project-based staffing
• Recruitment coordination
• Site-based industries

Ideal Candidate

We are looking for someone who is:

• Hands-on, proactive and resourceful
• Highly organised and reliable
• Confident communicating with employees, workers, vendors and international teams
• Persistent in following up outstanding tasks
• Calm and effective when plans change
• Comfortable working under deadline pressure
• Willing to personally handle practical administration and coordination
• Capable of establishing processes in a new office
• Quick to identify and escalate risks

Pay: Php71,516.00 - Php80,184.00 per month

Experience:

• Mobilisation, Workforce Coordination: 2 years (Preferred)
• Office Management: 2 years (Preferred)
• Administration: 2 years (Preferred)
• Recruitment coordination : 2 years (Preferred)
• Microsoft Excel, Microsoft 365, Teams and Outlook skills.: 1 year (Preferred)
• basic IT and systems : 1 year (Preferred)
• Mining, Construction, Engineering, Labour hire: 1 year (Preferred)

Language:

• English (Required)

Work Location: In person