Office Coordinator

Job Title

Office Coordinator

Department

Operations – Site Management

Location (primary)

Manila

Reports to

Sherna Maine Maranan

The Office Coordinator is responsible for supporting the efficient day-to-day operation of the office by coordinating administrative activities, facilities services, workplace support, vendor management, and employee-related office requirements. The role works closely with the Admin Site Officer to ensure a safe, well-maintained, and productive workplace environment that supports both employees and business operations.

How you will make an impact…

Responsibilities include but not limited to:

• Office Administration

Support daily office operations and administrative requirements.

Maintain organised records, documentation, and administrative files.

Coordinate office supplies, stationery, and equipment inventory.

Manage incoming and outgoing correspondence, deliveries, and courier services.

Assist with preparing reports, presentations, and administrative documentation as required.

• Facilities and Workplace Support

Assist in maintaining a safe, clean, and professional work environment.

Coordinate office maintenance requests and follow up on repairs with vendors and building management.

Conduct routine office inspections and report facility issues to the Admin Site Officer.

Ensure office equipment, meeting rooms, and common areas remain functional and presentable.

Monitor facility-related supplies and coordinate replenishment when necessary.

• Vendor and Service Coordination

Coordinate with external vendors, contractors, and service providers.

Assist with scheduling maintenance, cleaning, pest control, security, and other facility services.

Track service requests and ensure timely completion.

Maintain records of vendor agreements, quotations, and service reports.

• Employee Support

Serve as a first point of contact for general office-related employee enquiries.

Support onboarding and offboarding activities, including workstation preparation and access coordination.

Assist with employee engagement activities, company events, and site initiatives.

Coordinate meeting room bookings and workplace logistics.

• Health, Safety and Compliance

Support site safety initiatives and workplace compliance activities.

Assist in coordinating fire drills, emergency preparedness activities, and safety inspections.

Report safety concerns and workplace hazards promptly.

Maintain compliance records and documentation as required.

• Procurement and Inventory Management

Monitor office supply stock levels and submit purchase requests.

Assist with procurement activities following company policies and procedures.

Maintain inventory records for office equipment and supplies.

Coordinate distribution and tracking of office assets.

• Administrative Projects

Support site improvement projects and workplace initiatives.

Assist with office relocations, workspace reconfigurations, and departmental moves.

Participate in administrative process improvement activities.

Provide administrative support for site leadership activities when required.

• Bachelor’s degree in business administration, Office Management, Hospitality Management, or a related field preferred.
• 2-3 years of experience in office administration, facilities coordination, workplace services, or a similar role.
• Knowledge of office administration and workplace operations.
• Understanding of workplace safety regulations and compliance requirements
• Understanding of basic procurement and vendor management processes.
• Proficiency in Microsoft Office applications.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and manage competing priorities.
• Professional and customer-focused approach.
• Strong coordination and follow-through skills.
• Ability to build positive working relationships with employees and external vendors.

We are super proud of our dedicated team of friendly, energetic & passionate professionals. Our people are key to the success of our business & everybody at WebBeds has their own unique role to play as we continue to drive the company forward.

Over 50 different languages are spoken by our workforce, but whether working from offices in Dubai or London or out in the field in Johannesburg or Buenos Aires, we all share the common goal to take pride in what we do & to deliver our partners with unbeatable service & support.

• International highly skilled group of experts from all around the globe 🌎
• Dynamic environment with the chance to grow, influence & impact change ⚡
• Disruptive, fast-growing market leader within travel & endless possibilities 💼
• Culture built on collaboration🤝 empowerment and innovation 💡

WebBeds is a global B2B marketplace that unites supply with demand, connecting hotels with travel buyers all around the world - making distribution simpler, smarter and more flexible.

In today’s dynamic and often fragmented travel landscape, we unite supply and demand through technology, data, and local expertise – giving our partners greater control, visibility, flexibility and choice.

Hotels can manage content and pricing in real time, and travel buyers can connect simply to access global content to curate and book exceptional travel experiences.

Backed by a global team, we deliver more than reach. We provide local expertise, service, and support that help the travel industry move forward – together.

What makes us stand out?

• We are a global travel intermediary, connecting hotels with travel buyers.
• We have 1900+ people speaking 50+ languages in 120+ cites across 50+ countries
• We partner with over 500,000+ properties in more than 38,000 bookable locations
• We work with more than 50,000 travel companies in 145 source markets
• We have an amazing Technology team focussed on delivering valuable outcomes using innovative tech

Find out a little about life at WebBeds…

Learn more about the WebBeds business…