Facilities and Admin Assistant

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, Asia and North America, 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.

Key Responsibilities:

• Provide general administrative support to management and staff.
• Ensures that the site is well maintained and of the highest quality standards at all times.
• Implements House Rules and Regulations and other facilities and admin Policies of the Company.
• Creation of request for payment for all expenses incurred.
• Complete purchase requisitions and and requests for payment promptly and accurately.
• Responsible for maintaining petty cash funds and ensures timely replenishment through liquidation of receipts and invoices accepted by the Finance Team.
• Assist in sourcing and coordinating with the vendors in providing quotes and tenders.
• Perform daily physical site rounds to ensure the facilities and admin process and standards are adhered.
• Participate in all safety and health aspects of facilities management and willingness to take part in training as a Safety Officer.
• Take the lead in implementing physical security measures and housekeeping policies.
• Arrange and schedule facility  maintenance (i.e. pest control, A/C cleaning, carpet cleaning etc.
• Participates and plays an important role in BCP implementation.
• Maintain filing systems—both physical and digital—for easy retrieval of records.
• Handle office supply inventory, ordering, and distribution.
• Assist in onboarding and offboarding processes for new and outgoing employees.
• Ensure compliance with company policies and admin-specific regulations.
• Liaise with other departments and external partners as required.
• Has the ability to handle multiple sites with willingness to be assigned to a different site depending on the situation that may arise or as deemed necessary.
• Perform other ad-hoc tasks and duties as assigned by the manager.

Qualifications:

• Bachelor’s degree, must be a graduate of any course.
• At least 2 years of experience in an administrative or support role, preferably in a BPO or similar high-volume work environment.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Google Workspace tools. (Google Docs, Sheets, Slides).
• Ability to multitask and prioritize effectively.
• High level of discretion and confidentiality.
• Willingness to work during holidays.

Preferred Skills:

• Familiarity with BPO operations and workflow.
• Ability to manage vendors in different trades.
• Knowledge of basic security, housekeeping and finance procedures is a plus.