Facilities & Admin Coordinator

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.
 

Facilities & Admin Coordinator- on site- Brentwood, TN 

•      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.

•     Coordination and Delivery of Facilities and Administration Induction for new employees.

•      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.

What you need: 

•     A minimum of 1 year of experience in Facilities and Administration related role.

•     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.

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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