Site Operations Coordinator

Who We Are:

Every industry has a moment when technology finally catches up to the people doing the work.

We are building that moment for legal.

Neostella creates connected legal technology that brings together the data, workflows, and systems legal teams rely on every day.

Our platform helps firms move faster, collaborate more effectively, and focus on delivering stronger outcomes for their clients.

We believe the legal industry deserves more from its technology. That belief drives us to challenge the status quo and build systems designed for the way modern teams actually work.

We build with courage and measure our work by the impact it creates for our customers.

Recognized as one of Forbes’ Best Startup Employers in the Americas for 2026, we are growing with people who want their work to matter.'

If you want to build software that changes how an industry operates, you belong here. As we continue to expand, we are seeking a Site Operations Coordinator to join our team!

Why this role matters right now:

Neostella is growing rapidly-our teams are expanding, our footprint is increasing, and the pace of day-to-day operations is accelerating. As we scale, having a well-run, organized, and supportive office environment is critical to keeping our teams productive, engaged, and focused on delivering for our clients.

This role exists because we need a dependable, proactive Site Operations Coordinator who can ensure our office operations run smoothly while supporting our people and leaders behind the scenes. Your work will directly impact employee experience, operational efficiency, and the overall rhythm of the workplace.

What you’ll manage:

We’re looking for a Site Operations Coordinator to oversee daily office operations and administrative functions, ensuring everything-from supplies to systems to shared spaces-runs efficiently and consistently.

You’ll be the backbone of the office, coordinating vendors, managing inventory, supporting administrative staff, and maintaining a welcoming, organized environment. You’ll also partner closely with HR and leadership to support onboarding, employee engagement initiatives, and internal events. This role requires someone who thrives on organization, anticipates needs, and enjoys keeping things running smoothly in a dynamic, fast-paced environment.

What you bring:

We’re looking for a highly organized, service-oriented professional with strong attention to detail and a proactive mindset-someone who takes pride in creating structure, solving problems, and supporting others. Curious what your day would look like as a Site Operations Coordinator. Check out the details below!

Key Responsibilities:

Site Operations & Administration

• Support the day-to-day operations of the Philippines site, ensuring the workplace runs smoothly, efficiently, and professionally.
• Coordinate office supplies, inventory, facilities, maintenance, office services, vendors, and service providers.
• Serve as the local point of contact for employees, visitors, vendors, building administration, and internal stakeholders.
• Maintain organized administrative records related to office operations, vendors, expenses, local activities, onboarding, and employee support.
• Coordinate office repairs, maintenance requests, workspace readiness, and facility-related needs.
• Identify operational gaps and propose improvements to strengthen local processes and employee experience.

People & Employee Experience Support

• Support HR and People teams with onboarding, employee engagement, retention initiatives, and offboarding logistics.
• Coordinate onboarding logistics, including workspace preparation, access coordination, welcome materials, and local orientation.
• Help promote Neostella’s culture and values through engagement, wellness, recognition, and development initiatives.
• Support internal communications related to site activities, employee experience, and local initiatives.

Vendor, Finance & Payroll Coordination

• Coordinate with vendors and service providers to ensure timely delivery of services.
• Support invoice tracking, expense documentation, purchase requests, and budget follow-up.
• Assist with payroll coordination by collecting and submitting required local inputs to the appropriate internal teams or external providers.
• Partner with Finance, Payroll, and People teams to ensure administrative processes are completed accurately and on time.

Local Compliance Administrative Support

• Assist with administrative follow-up related to local labor, corporate, tax, or regulatory requirements, in coordination with internal teams and external advisors.
• Support documentation and coordination for audits, inspections, filings, or local compliance requests.
• Escalate compliance-related questions, risks, or pending items to the appropriate stakeholders.

Recruiting & Cross-Functional Support

• Support the recruiting team with local coordination, scheduling, candidate experience, and country-specific logistics.
• Coordinate and support site meetings, trainings, events, and employee activities.
• Assist with special projects and additional operational initiatives as needed

Requirements

• 3+ years of relevant experience in site coordination, office administration, people operations, HR support, administrative operations, facilities coordination, operations support, or a similar role.
• Experience coordinating office operations, vendors, supplies, invoices, employee events, onboarding logistics, administrative records, or internal support processes.
• Basic exposure to HR administration, payroll inputs, employee documentation, onboarding, offboarding, or employee experience support.
• Strong organizational, follow-up, time management, and prioritization skills.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced and growing environment.
• Service-oriented mindset with strong attention to detail.
• Proactive approach to problem-solving and day-to-day operational challenges.
• Ability to handle confidential employee and company information with discretion and professionalism.
• Proficiency in Microsoft Office, Google Workspace, and collaboration tools.
• English proficiency required; B2/C1 level preferred.
• Availability to work on-site and act as the local point of contact for the Philippines office.

Preferred:

• 4-5 years of experience in office operations, HR support, people operations, site coordination, or administrative operations.
• Experience in technology, startup, outsourcing, BPO, professional services, multinational, or high-growth environments.
• Experience supporting HR, People, Talent Acquisition, Operations, or Employee Engagement teams.
• Experience coordinating onboarding logistics, new hire orientation, offboarding, employee events, or office initiatives.
• Experience managing vendors, invoices, expenses, supplies, facilities, or office services.
• Familiarity with HRIS, ATS, expense management tools, ticketing systems, payroll platforms, or collaboration platforms.
• Basic understanding of local employment administration, statutory documentation, benefits coordination, or compliance-related administrative processes in the Philippines.