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Facilities and Administration Coordinator

Location: Stockholm, Sweden

ICON plc, a leading Contract Research Organisation, employing approximately 13,500 employees across 97 offices in 38 countries, seeks an experienced and highly motivated Facilities and Administration Coordinator to join the team in our offices in Stockholm, Sweden.

The Role

As Facilities and Administration Coordinator for the Stockholm office, you will be responsible for effectively coordinating the day to day administrative and facilities services for our Stockholm offices under the guidance of the regional facilities manager.

Role responsibilities include:

Effectively coordinate the day to day administrative and facilities services for the Stockholm office.
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.
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.
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.
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.
Management and distribution of inbound faxes (both hardcopy and electronic).
Provide operational cover in the absence of Senior Coordinator or Manager, Facilities and Administration.
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.
Coordinate any building contract maintenance and repair including such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment.
Assist with the management of external records management & data security services.
Provide support in management of company car fleet.
Assist with company Mobile Phone Account management.
Keep management informed of any administration issues within the organization, which require attention.
Perform other reasonably related duties as may be locally required.

Experience & Knowledge Requirements:

High School diploma or local equivalent.
Prior experience working within a facilities role.
Good working knowledge of MS Office Suite.
Good communication skills both written and oral with fluency in English.
Should display initiative, flexibility, and confidentiality.
Excellent organizational skills, ability to prioritize tasks and meet deadlines.
Good interpersonal skills and ability to interact at all levels and across cultures.
Awareness of workplace Health and Safety regulations.
Accuracy and attention to detail.

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. We provide an open and friendly work environment where we empower people and provide them with opportunities to develop their long term career.

A better career. A better world. A better you.

Our people are our greatest strength, are the core of our culture and the driving force behind our success. Throughout all levels of the company, our people have a drive to succeed and a passion that ensures what we do, we do well. We help you build exciting and rewarding careers, deliver results to help bring life-changing medicine and devices to market and maintain ICON’s success as an industry leader.
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Facilities & Admin Coordinator

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