Receptionist

Facilities & Admin Coordinator

At ICON, it's our people that set us apart.

As a global provider of drug development solutions, our work is serious business. But that doesn't mean you can't have fun while you do it. With our vision to be the partner of choice in drug development, we hire only the best and brightest in the industry. Are you one of them?

We are looking for passionate, resilient, and inspiring individuals to join our team. As the Facilities & Admin Coordinator you will support the day-to-day operations of the site facilities, ensuring processes and procedures are streamlined to achieved.

The role

• 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's needs
• Use discretion with support with support from manager to identify and resolve issues to maintain and/or improve service
• Supper essential central services such as security, maintenance, mail, fax, cleaning catering, waste disposal and recycling, ensuring facilities are well maintained and 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
• Assist with the management of local Facilities and Administration budget, annual budget preparation, and invoice review and tracking
• Monitor and respond to customer requests through Facilities Online, ensuring timely response and resolution of issues compliance with department metrics
• Source and monitor suppliers, including ordering, stock control and distributing in compliance with procurement and purchasing policies
• Support and compliance with Global Business Continuity program
• Health & Safety Management - Act as a 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 dept. as assigned

What you need

• Minimum of a High School Diploma or local equivalent
• Minimum of 1 year of experience in Facilities & Administration
• Proficient in MS Office Suite
• Ability to be resourceful and proactive in dealing with issues that may arise
• Strong written and oral communication skills, with fluency in English
• Strong interpersonal skills and ability to interact at all levels across all cultures
• Awareness of workplace Health & Safety regulations