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Facilities & Admin Coordinator

  1. Paris
JR119967
  1. Facilities & Administratives Services
  2. ICON Full Service & Corporate Support
  3. Office Based

About the role

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At ICON, it’s our people that set us apart. Our diverse teams enable us to become a better partner to our customers and help us to fulfil our mission to advance and improve patients’ lives.

Our ‘Own It’ culture is driven by four key values that bring us together as individuals and set us apart as an organisation: Accountability & Delivery, Collaboration, Partnership and Integrity. We want to be the Clinical Research Organisation that delivers excellence to our clients and to patients at every touch-point. In short, to be the partner of choice in drug development.

That’s our vision. We’re driven by it. And we need talented people who share it.
If you’re as driven as we are, join us. You’ll be working in a dynamic and supportive environment, with some of the brightest and the friendliest people in the sector, and you’ll be helping shape an industry.

The Role:

To assist the Senior Coordinator or Manager, Facilities and Administration in maximizing the efficiency of the facilities and administrative services.
To effectively coordinate the day to day administrative and facilities services of the office. The role is office-based in Paris, France.

Responsibilities:

- Effectively coordinate the day to day administrative and facilities services in the office in compliance with departmental procedures in addition to general ICON procedures.
- Assist in the preparation of financial information as required by local and company accountants, including invoice processing, CAPEX & lease approvals.

- Invoice processing of basic financial documents regarding supplies, stationary, cleaning, maintenance, mobile phones, DHL/couriers, security, etc. (50%).

- Ensure completion of tasks within accounts cycle and resolve queries in a timely manner (where applicable).
- Compliance with and support of Health and Safety systems in the office under the supervision of the Health and Safety Officer.
- Carry out regular Housekeeping audits, highlighting any issues or concerns to manager.
- Assist in the co-ordination and delivery of Staff Induction.
- Assist in sourcing and monitoring suppliers, including ordering, stock control and distribution.
- Assist in the management of suppliers including quality service checks, contract review and negotiation in compliance with QA guidelines and company policies.
- Monitor and respond to requests submitted through Administration's help-desk system, Facilities Online.
- Support the IT function at a local level, assisting in setup and management of services for staff (where applicable).
- 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).
- Management and distribution of in bound faxes (both hardcopy and electronic).
- Provide operational cover in the absence of Senior Coordinator or Manager, Facilities and Administration (where applicable).
- Co-ordinate and liaise with central travel department to ensure that all necessary local taxi & hotel arrangements are made for visitors/staff to and from the office (where applicable).
- Coordinate any building contract maintenance and repair including such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment (where applicable).
- Assist with the management of external records management & data security services.
- Provide support in management of company car fleet (where applicable).
- Assist with company Mobile Phone Account management (where applicable).
- Keep management informed of any administration issues within the organization, which require attention.
- Perform other reasonably related duties as may be locally required.

Requirements:

- Minimum 2 years of experience in a similar facilities/office admin position;

- Accounting experience would be a significant advantage;

- Excellent command of English and French - written and verbal;

- Open-minded personality with great interpersonal skills;

- Good multitasking and organizational skills;

- A driven mindset, adaptiveness and quick learner.

Benefits of Working in ICON:


Our success depends on the quality of our people. That’s why we’ve made it a priority to build a culture that rewards high performance and nurtures talent.

We offer very competitive salary packages. And to keep them competitive, we regularly benchmark them against our competitors. Our annual bonuses reflect delivery of performance goals – both ours and yours.


We also provide a range of health-related benefits to employees and their families and offer competitive retirement plans – and related benefits such as life assurance – so you can save and plan with confidence for the years ahead.
But beyond the competitive salaries and comprehensive benefits, you’ll benefit from an environment where you are encouraged to fulfil your sense of purpose and drive lasting change.

ICON is an equal opportunity and inclusive employer and is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.


If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know through the form below.

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