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Manager - Facilities & Administration

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About the role

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Manager, Facilities & Administration
This is an exciting opportunity to work within a fast paced, busy environment for a leading global provider of outsourced development services to the pharmaceutical, biotechnology and medical device industries. The successful candidate will manage the general day-to-day administration activities of site facilities ensuring the administration processes are streamlined to achieve maximum efficiency in terms of cost and productivity. To provide leadership as appropriate in managing the Facilities and Administration department in an effective manner. To maintain a safe working environment for ICON employees.
Overview of the Role
  • As a Manager, the employee is expected to recognize the importance of and create a culture of process improvement with a focus on streamlining our processes adding value to our business and meeting client needs.
  • Travel (approximately 2%) domestic and/or international (where applicable).
  • Act as local Health and Safety Officer or liaise with the company Health and Safety Officer to ensure local compliance with Health and Safety legislation. Ensure all Health and Safety documentation is up to date that suitably trained Health and Safety representatives and fire wardens are available within the company.(where applicable).
  • Manage local use of the Facilities Online system, ensuring compliance with department metrics
  • Management of the procurement process for all local administrative and facilities services, including supplier contract review and negotiation in compliance with company procedures.
  • Ensure facilities are well maintained and fully operational, including the management of security and life safety systems to facilitate a safe and secure working environment.
  • Liaise with other departmental managers to improve the effectiveness of the organization.
  • Oversee 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 (where applicable).
  • Liaise with senior management and accounting department for budget/cost accounting. Manage departmental resource costs and operational facility requirements within agreed budget.
  • Co-ordinate activities related to office modifications, including sourcing and/or building on-site.
  • Physical resource co-ordination, including space allocation for workstations, cellular offices and meeting rooms.
  • Co-ordination and delivery of Staff Induction.
  • Maintain confidentiality of management information at all times.
  • Keep senior management informed of any administrative issues within the organization, which require attention in a timely manner.
  • Perform other reasonably related duties as may be locally required.
Supervision:
  • Manage all staff under his/her jurisdiction, ensuring they receive adequate training, mentoring, and development in accordance with company procedures and to improve job performance and knowledge.
  • Oversee the management of the services provided by Facilities and Administration to ensure they are delivered in an effective manner, meeting customer timelines, departmental metrics and expectations in adherence with ICON SOPs, appropriate regulations and quality standards.
  • Lead the recruitment and selection process for new Facilities and Administration personnel.
  • Ensure allocation of staff responsibilities within team to maximize staff performance.
  • Monitor and implement improvement initiatives to support his/her reports in the event of team absenteeism.
  • Maintain high team spirit and strong cohesive teamwork in his/her own department and between all other departments.
  • Responsible for ensuring all employees within his/her reporting group are appraised using the company appraisal system and performance issues are addressed in a timely manner to maintain required productivity and performance standards.
  • Manage and coordinate any events in line with budget guidelines
Role Requirements / Skills / Experience Required
  • High school diploma or local equivalent is required.
  • A minimum of 2 years’ experience in facilities management or relevant role.
  • Proven people management experience required.
  • Ability to provide career development and staff mentoring.
  • Financial & budgetary control skills required.
  • Familiarity with local occupational health and safety requirements, or Health & Safety qualification preferred.
  • Excellent oral and written communication skills, with fluency in English.
  • Excellent interpersonal skills and ability to interact at all levels and across cultures.
  • Extensive knowledge of computer software.
  • Well-developed organizational and prioritization skills
  • Ability to multitask and work to deadlines.
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.
*LI-PO1
In addition you will have the opportunity to develop within your role and take on further responsibilities or develop your skill set within other related departments of ICON.
What’s Next
Following your application if you are successful you will be invited to an initial telephone interview with one of our dedicated recruiters who will be able to provide you with more details of this opportunity. Applications will close on October 5, 2014. Position is open to EU citizens and Stamp 4 visa holders only.
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