Facilities and Administrative Supervisor

ProbeGroup Philippines Inc.; Philippines; On-site; PHP 360,000 - 520,000; Full time

Job summary

Probe Group Philippines Inc. seeks a Facilities Supervisor to work with Operations and Department Leads to deliver broad support and admin functions. The role focuses on implementing improvements to facilities support across the organization.

You will monitor service targets (housekeeping, supplies, concessionaire) and security SLA performance, coordinate with Building Management Office, and assist in sourcing vendors and maintaining asset documentation. Eastwood, Quezon City site.

Qualifications

• Must be a Licensed Engineer - Electrical or Mechanical.
• 1-2 years of related work experience.
• Preferably with BPO experience.
• Property and Building Engineers are welcome to apply.
• Excellent oral, written and presentation skills.
• Ability to work under pressure and multi-task.
• Independent, mature, pro-active.
• Able to project professional image.
• Willing to work in Eastwood, Quezon City.

Responsibilities

• Ensures target KRA-KPI of services (Housekeeping, Office Supplies, Concessionaire) are monitored monthly and reported to Facilities Manager.
• Ensure Security services align with FaCS Security standard through monthly SLA performance reviews.
• Report and follow up end-user requests with Building Management Office.
• Coordinate with Building Management Office on premises issues.
• Implements House Rules and Admin Policies of the Company.
• Monitors department expense tracker validation and updates.
• Oversees Office Supplies allocation and distribution to stakeholders.
• Ensure optimal resource utilization to minimize OT and wastage.
• Prepare documents for Request for Payment and Purchase Requests for procurement.
• Assist Facilities Manager in vendor sourcing and cost-benefit analyses.
• Ensure all contracts with third party facilities vendors are updated.
• Monitor vendor performance and audit service providers.
• Perform daily site rounds to ensure Facilities and Admin processes are followed.
• Assist in day-to-day activities assigned by Facilities Manager.
• Monitor fit-out, renovation or construction in offices and sites for expansion.
• Ensure on-time Preventive Maintenance checks and defect-free delivery.
• Create/analyze Monthly Department Reports and Office Supplies Utilization reports.
• Maintain Asset Management Policy records and asset tracking.
• Maintain proper asset documentation (gate passes, work permits).
• Respond to emergencies or urgent issues as they arise.
• Liaise with PEZA and Local Government on statutory requirements.

Skills

Oral communication

Written communication

Presentation skills

Education

Licensed Engineer - Electrical or Mechanical

Job description

At Probe Group, we're powered by passion, driven by curiosity, enriched by a purpose to do it better. We work hard and love a good challenge (or multiple). With clients spanning across the Pacific and Asia, we’re no stranger to thinking big and working with innovative minds to achieve great success. We are dedicated to doing things better than the day before, and our exponential growth is living proof that we have stayed true to this ethos. At Probe, expect to think differently, challenge the norm and find your purpose.

Job overview

As a Facilities Supervisor you will work with the Operations and other Department Leads to deliver a wide range of support and administrative functions. The duty is to primarily assist with implementation of improvements to the provision of support functions across the organization.

Key Responsibilities and Accountabilities

• Ensures that the defined target KRA-KPI of the services such as Housekeeping, Office Supplies, Concessionaire are monitored on a monthly basis and reported to the Facilities Manager
• Ensure that the Security services are aligned based on the FaCS Security standard through reporting the service's monthly SLA performance.
• Report and follow up any request and complaints from the end-user to the Building Management Office
• Coordinate with the Building Management Office for issues relating to the premises
• Implements House Rules and Regulations and other Facilities and Admin Policies of the Company
• Ensures that the Department's expense tracker are validated and updated
• Monitors and ensures that proper allocation and timely distribution of Office Supplies to it’s stakeholders is adhered.
• Ensures optimal utilization of resources to avoid unnecessary OT and wastage.
• Prepare documents to process Request for Payment and Purchase Request Forms (and other documentary requisites) for procurement.
• Assist the Facilities Manager in sourcing and coordinating with different vendors in providing the cost-benefit analysis and cost comparison for vendors.
• Ensures that all contracts entered with third party Facilities vendors are updated
• Monitors vendor performance by auditing third party service providers on the quality of their deliverables
• Perform daily physical site rounds to ensure that Facilities and Admin processes and standards are adhered to
• Assist in the day-to-day activities assigned by the Facilities Manager
• Monitors the fit out, renovation or construction on existing office spaces as well as sites for future expansion
• Ensures that all equipment (Non-critical and Critical) undergo on-time Preventive Maintenance Checking that agreed work by staff or contractors has been completed satisfactorily and free from any defects
• Create and/or analyze Department Monthly Reports, Office Supplies Utilization report etc.
• Ensures adherence to the Asset Management Policy through record keeping and asset tracking.
• Ensures that proper asset documentations are in place (i.e. gate pass and work permits)
• Responding appropriately to emergencies or urgent issues as they arise.
• Assist in liaising with PEZA and Local Government Unit on statutory requirements.

Education and/or work experience requirements

• Must be a Licensed Engineer - Electrical or Mechanical
• At least 1-2 year(s) of working experience in the related field is required
• Preferably with BPO experience
• Property and Building Engineers are welcome to apply
• Excellent oral, written and presentation skills
• Must have the ability to work under pressure and multi-task
• Independent, mature, with initiative and pro-active
• Able to project professional image
• Must be amenable to work in Eastwood, Quezon City

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