Facilities Coordinator job in

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Facilities Coordinator - Dublin

The successful candidate will support the day-to-day operations of site facilities, ensuring processes and procedures are streamlined to achieve maximum efficiency in terms of cost and productivity. *LI-MB1

Job Functions / Responsibilities

Be professional and display the highest levels of customer service at all times.
Play a key role in the operations of a busy Facilities & Administration department which serves a large primarily office based staff.
Operation of site facilities helpdesk and responding and /or allocating helpdesk tickets in a prompt and professional manner
Supports the essential operational services such as day-to-day facility operations, ensuring security processes are adhered to, maintenance, mail services, cleaning, catering, waste disposal and recycling, meeting room management, fleet cars and insurance
Carrying out administrative tasks including raising of POs, vendor management, contract management, invoice processing, tracking payments, budget tracking and compilation.
Ensuring all seating plans are up to date and accurate and submitting site metrics as required.
Ensuring facilities are well maintained and fully operational. Recognize, exemplify and adhere to ICON's values which centre 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 needs.
Act as a key facilities point of contact and often interface with management and staff throughout the site to maintain highly positive and professional working relationships
Uses discretion with support from Manager to identify and resolve day-to-day issues to maintain and/or improve service
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).
Support and compliance with Global Business Continuity program
Assist in Health & Safety (H&S) Management for the site
Coordination and Delivery of Facilities and Administration Induction for new employees may be required.
Assist and sometimes with additional facilities-related projects for the department as assigned.

Experience, Skills and Knowledge Requirements:

Strong interpersonal skills and ability to interact at all levels and across cultures
Experience with space planning, space management, move management, small scale fit-outs and office builds required
Evidence of demonstrating a ‘can do’ attitude, taking ownership and responsibility of assigned tasks, projects and areas an advantage.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
At least 2 years relevant experience in a Facilities and Administration related role or solid experience in a Facilities related service industry delivering excellent customer service.
Proficient with Microsoft Office Suite
Skilled and experienced at finance and finance related tasks such as budgeting and spend tracking against budget, PO raising and invoice tracking including reporting.
Cost analysis and cost reduction experience an advantage.
Knowledge of AutoCAD is an advantage
Experience in specifying, costing and carrying our small to medium Facilities projects is an advantage
Experience in larger facilities projects a distinct advantage
Ability to be resourceful and proactive in dealing with issues that may arise
Strong oral and written communication skills, with fluency in English.
Awareness of workplace Health & Safety regulations.

Education Requirements

College Degree in a related discipline a distinct advantage however a proven track record in a service industry with excellent track record of customer satisfaction would be considered also.

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.

ICON is an equal opportunity employer - M/F/D/V and committed to providing a workplace free of any discrimination or harassment

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 Coordinator

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