HR/Admin Coordinator & Safety Officer

About IDR

Founded in 2020, IDR is a global expert network delivering fast, reliable, and cost-effective insights through a vetted pool of experts. With 250+ employees across 8 global offices, IDR operates 24/7 and is trusted by leading brands worldwide.

Role Purpose

The HR/Admin Coordinator supports a safe, compliant and operationally ready workplace for IDR Philippines through OSH coordination, office administration, facilities support, asset and inventory tracking, vendor coordination and purchasing administration within approved budgets and procedures.
The role also provides limited transactional HR and employee support requiring local presence, working with the Regional HR Director, Finance, IT, building administration and service providers.

Key Responsibilities

Occupational Safety and Health (OSH)

• Coordinate the implementation and monitoring of workplace safety programs in accordance with applicable Philippine OSH requirements, including Republic Act No. 11058 and DOLE Department Order No. 198-18.
• Maintain OSH documentation, safety inspection records, incident reports, emergency response procedures, and other required compliance records.
• Coordinate workplace inspections, hazard identification, risk assessments, and corrective action follow-ups with appropriately qualified personnel.
• Monitor workplace conditions and promptly report unsafe practices, hazards, incidents, and potential compliance gaps.
• Coordinate safety orientations, emergency drills, first-aid arrangements, fire safety activities, and other required safety initiatives.
• Liaise with building administration, safety service providers, occupational health providers, and relevant authorities regarding workplace safety matters.
• Track applicable safety training, medical examinations, inspections, and other compliance activities.
• Support the preparation of OSH reports and documentation for internal reviews, audits, and regulatory inspections.
• Coordinate the appointment and training of required OSH personnel in consultation with management.
• Recommend improvements to workplace safety, emergency preparedness, and employee wellbeing.

Any formal Safety Officer designation must meet applicable training and qualification requirements, with required OSH arrangements determined by workplace classification, risk assessment, and applicable regulations.

Office Administration and Facilities Management

• Coordinate day-to-day office administration, housekeeping, maintenance, repairs, utilities and access with building management and service providers.
• Monitor and replenish office and pantry supplies within approved budgets.
• Coordinate office setup, seating, equipment allocation and upkeep of workstations, furniture and shared facilities.
• Maintain lease, facilities expense and maintenance records, and track outstanding requests and commitments.
• Arrange accommodation and local logistics for visiting executives and regional employees when required.
• Escalate significant facilities issues, unplanned expenses and matters requiring approval.

Asset and Inventory Management

• Maintain accurate asset registers covering identification, employee assignments, locations, condition and issuance/return status.
• Coordinate asset issuance, transfers and returns during onboarding, employee changes, offboarding and office moves.
• Conduct periodic inventory checks, reconcile records and report missing, damaged, obsolete or excess assets.
• Work with IT on equipment assignments, repairs, replacements and approved disposal.
• Monitor supplies and consumables, maintaining supporting records and tracking procedures for purchases, transfers, returns and approved write-offs.

Vendor Coordination and Purchasing Administration

• Coordinate vendors and approved purchases, including quotations, purchase requests, supporting documentation and required approvals before ordering.
• Serve as the coordination contact for IT purchases, with IT confirming technical requirements and approvals and Finance handling payment.
• Track orders and deliveries, verify goods and services against approved requests, and resolve supplier or billing discrepancies with Finance.
• Maintain vendor and purchasing records, support vendor onboarding, and track outstanding invoices and commitments.
• Monitor supplier performance, pricing and spending against approved budgets; flag issues and recommend alternatives.
• Follow procurement controls, authorization limits and conflict-of-interest requirements.
• Serve as the primary contact for medical, life and accident insurance, coordinating provider queries, employee documentation and policy renewals, with coverage and cost decisions subject to approval.

Administrative Compliance and Documentation

• Maintain organized administrative records, including contracts, leases, expenses, assets, purchasing and safety documentation.
• Track permits, renewals, inspections and other compliance deadlines, coordinating timely completion with management and providers.
• Follow applicable local administrative and workplace requirements and protect confidential company and employee information.
• Identify gaps and recommend improvements to documentation, recordkeeping and administrative controls.

Reporting and Stakeholder Coordination

• Maintain trackers and provide regular updates on safety, facilities, assets, purchasing, vendors, expenses and compliance deadlines.
• Coordinate actions with the Regional HR Director, Finance, IT, building administration, vendors and employees.
• Promptly escalate incidents, discrepancies, regulatory risks and unapproved expenses, and recommend practical improvements

Decision Authority

Coordinates routine office administration, safety, assets, vendors and purchasing within approved procedures and delegated authority. Obtains approval before placing orders or making financial commitments. Escalates significant facilities issues, safety incidents, compliance risks and exceptions to the Regional HR Director or designated owner. IT retains technical approval authority, and Finance controls payments.

Measures of Success

Targets will align with regional priorities and be agreed with the Regional HR Director through the performance planning process.

• Timely completion of office, facilities and administrative requests.
• Accurate asset, inventory, purchasing and compliance records.
• Completion of required safety activities and corrective-action follow-ups.
• Adherence to approved budgets, purchasing procedures and authorization limits.
• Reliable vendor coordination and timely delivery of approved goods and services.
• Prompt escalation and follow-through on safety, facilities and compliance issues.

Experience and Capabilities

• Relevant qualification in Business Administration, Office Administration, HR, Occupational Safety and Health, or a related field.
• Experience in office administration, facilities, purchasing, inventory control or workplace safety support.
• Familiarity with Philippine OSH requirements, with appropriate training and qualifications for any formal Safety Officer designation.
• Ability to coordinate vendors, quotations, purchasing documents and spending within approved budgets.
• Strong organization, attention to detail, communication and follow-through.
• Sound judgment, confidentiality and awareness of approval and escalation requirements.
• Proficiency in Microsoft Office and administrative tracking systems.