Sr Facil & Admin Coordinator

​The Role:

At ICON Plc, we have an exciting opportunity for an expert Senior Facilities and Administration Coordinator to join our APAC team. This is an important role for us as you will work with business leaders to ensure that our Manila site is maintained to the highest standards.

Responsibilities:

• Effectively coordinate the day to day administrative and facilities services in the office in compliance with departmental procedures in addition to general ICON procedures.

• Oversee the preparation of financial information as required by local and company accountants, including invoice processing, CAPEX and lease approvals. Ensure completion of tasks within accounts cycle and resolve queries in a timely manner (where applicable).

• Coordinate local use of the Facilities Online System, ensuring compliance with department metrics.

• Coordinate sourcing and monitoring of suppliers, including ordering, stock control and distribution.

• Management of suppliers including quality service checks, contract review and negotiation in compliance with QA guidelines and company policies.

• Coordinate any building contract maintenance and repair including such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment (where applicable).

• Coordinate Health & Safety Systems in the office. Act as local Health and Safety Officer or liaise with company Heath 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).

• Management of departmental budget costs (where applicable).

• Coordination and delivery of staff induction.

• Company Mobile Phone Account management (where applicable) and Car Fleet Management (where applicable).

• Management and distribution of in bound faxes both hardcopy and electronic (where applicable).

• Physical resource coordination, including space allocation for workstations, cellular offices and meeting rooms.

• Management of external records management & data security services (where applicable).

• Support the IT function at a local level, assisting in setup and management of services for staff (where applicable).

• Assist the HR function with recruitment process, maintenance of HR files, payroll tasks and management of PeopleSoft database (where applicable).

• Keep management informed of any issues within the organization that require attention.

• Perform other reasonably related duties as may be locally required.

Requirement:

• Degree qualified ideally in relevant facilities & administration discipline.

• Prior relevant experience in a Facilities and Administration related role in a large organisation.

• Experience collaborating on larger facilities projects a distinct advantage.

• Strong financial/accounting, budgetary, tracking and reporting experience.

• Proficient with Microsoft Office Suite particularly Excel Experience working with AutoCAD & space planning an advantage.

• Experience in specifying, costing and carrying our small to medium Facilities Projects.

• Ability to be inventive and proactive in taking care of issues that may arise.

• Strong oral and written communication skills, with proficiency in English.

• Strong interpersonal skills and ability to interact at all levels.

• Awareness of workplace Health & Safety regulations.