Facilities & Admin Coordinator

ICON plc is a world-leading healthcare intelligence and clinical research organisation. From molecule to medicine, we advance clinical research providing outsourced services to pharmaceutical, biotechnology, medical device and government and public health organisations.

With our patients at the centre of all that we do, we help to accelerate the development of drugs and devices that save lives and improve quality of life.

Our people are our greatest strength, are at the core of our culture, and the driving force behind our success. ICON people have a mission to succeed and a passion that ensures what we do, we do well.

The Role:

We are now looking for a Facilities & Admin Coordinator to be based in our office in Bucharest, Romania.

The new incumbent will be ensuring proper customer service in the scope of performing the tasks of the occupational health and safety service, consulting and conducting training in the field of health and safety.

• 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. 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 (morning and afternoon).
• 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.

What you will need:

• Minimum 1 year experience in a similar role;
• Secondary education (occupational health and safety technician) or completed university studies in the field of occupational health and safety or related, meeting the qualification requirements of the Regulation of the Council of Ministers of November 2, 2004 (Journal of Laws No. 246, item 2467 and 2468);
• Proper performance of the tasks of the occupational health and safety service in accordance with the Regulation of the Council of Ministers of November 2, 2004 (Journal of Laws No. 246, item 2467 and 2468) ability to organize own work, computer skills, communication skills, ease of making contacts, fluent knowledge and the ability to apply health and safety regulations in practice.

Benefits of Working in ICON:

Our success depends on the knowledge, capabilities and quality of our people. That's why we are committed to developing our employees in a continuous learning culture -one where we challenge you with engaging work and where every experience adds to your professional development.

At ICON, our focus is to provide you with a comprehensive and competitive total reward package that comprises not only an excellent level of base pay, but also a wide range of variable pay and recognition programs. In addition, our best in class employee benefits, supportive policies and wellbeing initiatives are tailored to support you and your family at all stages of your career -both now, and into the future.

ICON, including subsidiaries, 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.