Facilities Coordinator
About the role
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- 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.
- 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.
- 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.
Application process
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