Facilities and Administration Coordinator

Facilities Co-ordinator 

Location: South Dublin

Duration: 9 Month Maternity Cover Contract 

Position Summary

Support the day-to-day operations of site facilities, ensuring processes and procedures are streamlined to achieve maximum efficiency in terms of cost and productivity.

JOB FUNCTIONS/RESPONSIBILITIES

Recognize, exemplify and adhere to ICON's values which center around our commitment to People, Clients and Performance.

•As a member of staff, the employee is expected to embrace and contribute to our culture of process improvement with a focus on streamlining our processes adding value to our business and meeting client needs. 

•Travel (up to 5%) domestic and/or international.

•*Uses discretion with support from Manager to identify and resolve day-to-day issues to maintain and/or improve service

• *Support essential central services such as security, maintenance, mail, fax, cleaning, catering, waste disposal and recycling, ensuring facilities are well maintained and fully operational.

•*In the absence of a dedicated Receptionist, carry out the Reception function. When a dedicated Receptionist is in place, provide cover during breaks, annual leave and sickness including coordination of couriers and internal post processes (where applicable).

•*Assist with management of local Facilities and Administration budget, annual budget preparation, forecasting and invoice review and tracking.

•*Monitor and respond to customer requests through Facilities Online, ensuring timely response and resolution of issues in compliance with department metrics.

•Source and monitor suppliers, including ordering, stock control and distribution in compliance with procurement and purchasing policies.

•Support and compliance with Global Business Continuity program

•Health & Safety (H&S) Management – Act as local H&S Officer or liaise with the company H&S Officer to ensure building meets H&S requirements and complies with H&S legislation.  Responsible for a call-out system for emergencies or alarm-related calls.  Implementation and compliance with fire safety procedures.

•Support other GBS functions at a local level, such as invoice scanning and log completion for Finance where required.

•Keep management informed of any issues within the organization that require attention.

•Assist with additional facilities-related projects for the department as assigned.

EXPERIENCE, SKILLS, KNOWLEDGE REQUIREMENTS

•To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•EU/APAC:  Prior relevant experience in a Facilities and Administration related role.

•Minimum of 2 years’ experience working with AutoCAD & space planning 

·Experience in specifying, costing and carrying our small to medium Facilities

projects

• Experience in larger facilities projects a distinct advantage

•Proficient with Microsoft Office Suite

•Ability to be resourceful and proactive in dealing with issues that may arise

•Strong oral and written communication skills, with fluency in English.

•Strong interpersonal skills and ability to interact at all levels and across cultures.

•Awareness of workplace Health & Safety regulations.

EDUCATION REQUIREMENTS

• Degree qualified ideally in relevant facilities & administration discipline

Benefits of Working in ICON 

ICON enjoys a strong reputation for quality and is focused on staff development.  We make it our mission to attract the most diverse and creative minds into the business and we continually strive to provide opportunities for our people to excel, grow and build a great career.  We understand that our greatest asset is the skills and talents of our people and they are truly what set us apart.   Other than working with a great team of smart and energetic people, we also offer a very competitive benefits package.  This varies from country to country so a dedicated recruiter will discuss this with you at interview stage. We care about our people as they are the key to our success

What’s Next? 

Following your application you will be contacted by one of our dedicated recruiters and if successful we will be able to provide you with more details about this opportunity.   ICON is an equal opportunity employer - M/F/D/V and committed to providing a workplace free of any discrimination or harassment