Manager, Facilities & Administration

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.

Manager, Facilities & Administration

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 a passionate, resilient, and inspiring individual to join our team. The Facilities & Administration Manager will be responsible for a number of clinics/sites in our real estate portfolio, working with one other direct report, but being part of a regional and global team. The individual must be able to work independently in planning and coordinating activities related to the sites. At the same time, they must ensure services are performed in a timely and effective manner, meeting customer timelines and executing team plans in adherence with procedures, regulations and quality standards. Key tasks may include, but not be limited to the following:

The role

• Supervise Facilities & Admin support staff and ensure adequate training, mentoring and development is received.
• Ensures all ICON SOPs and working procedures are implemented and adhered to.
• Possess a strong working knowledge of building systems (HVAC, plumbing, electrical, generator, fire safety systems); develop and facilitate appropriate programs of maintenance and repair.
• Manage Facilities work order system and conduct proper follow through on all tickets and maintenance issues.
• Carry out regular inspections of the buildings and facilities to ensure they are operational and efficient and in compliance with regulatory and safety requirements, and maintained to ICON's standards.
• Responsible for all Facilities related contracts and services ensuring compliance with procurement and vendor management policies.
• Assist the Real Estate team in overseeing construction and renovation projects.
• On instruction from senior management, be a liaison with landlords and assist with lease renewals or negotiations
• Management of other essential services including reception, mail, catering, office supplies, managed print services, janitorial, waste disposal and recycling.
• Management of local Facilities and Administration budget, including annual budget preparation, forecasting, invoice processing and approvals, and Capex/Lease submissions.
• During the COVID-19 pandemic, this role also has responsibility for ensuring the site is in full compliance with COVID-19 safety protocols.
• Partner with and support other GBS Functions
• Perform other reasonably related duties as may be locally required.

What you need

• A minimum of an Associate's Degree or local equivalent, Bachelor's degree preferred
• Minimum of 5 years' experience in Facilities management or related role
• Experience in building strong and effective teams and setting clear objectives
• Proven experience in financial and budgetary control
• Experience with Health & Safety Management
• Experience with procurement policies and supplier negotiation
• Excellent interpersonal skills and ability to interact at all levels and across cultures.
• Strong computer skills, sound knowledge of MS Office Suite

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.