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Facilities & Admin Coordinator in Swansea

2 months ago

Swansea, United Kingdom ICON Full time

Job Reference: JR121804 

Facilities & Admin Coordinator - Swansea, UK - Office Non Flex

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.

Facilities & Administration team have responsibility for providing industry leading offices, laboratories and clinics as well as directing facilities support services to our global colleagues and aid them in whatever way they can in delivering excellent service to our customers.

Facilities & Administration services extend beyond direct facilities support to global travel management, sponsor meeting & events planning and business continuity.

We are looking for a successful candidate who would be working as part of a team of 3 Facilities Department employees, reporting on a day to day basis to the Senior Facilities Coordinator and line managed by the Facilities Supervisor.

What You Will De Doing:

As a Facilities & Admin Coordinator you will assist the Senior Facilities Co-Ordinator or Facilities Manager in maximising the efficiency of the facilities and administrative services.

Compliance with and support of Health and Safety systems in the office under the supervision of the Health and Safety Officer;

Assist in the co-ordination and delivery of Staff Induction;

Assist with office Stationery co-ordination, including ordering, stock control and distribution;

Assist in sourcing and monitoring suppliers, processing and coding of invoices;

Assist in the management of suppliers including quality service checks, contract review and negotiation in compliance with QA guidelines and company policies;

Carry out regular housekeeping audits, highlighting any issues or concerns to manager;

Provide cover and support of the Reception function during breaks, annual leave and sickness including coordination of couriers and internal post processes where applicable;

Provide operational cover in the absence of Senior Facilities Co-Ordinator or Facilities Manager;

Co-ordinate and liaise with central travel department to ensure that all necessary local taxi & hotel arrangements are made for visitors/staff to and from the office;

Assist with the monitoring of building contract maintenance which includes such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment;

Assist in sourcing and monitoring suppliers, including ordering, stock control and distribution;

Assist in the management of suppliers including quality service checks, contract review and negotiation in compliance with QA guidelines and company policies;

Monitor and respond to requests submitted through Administration's help-desk system, Facilities Online;

Assist with the management of external records management & data security services;

Provide support in management of company car fleet;

Assist with company Mobile Phone Account management;

Keep management informed of any administration issues within the organisation, which require attention;

Assist with the management of building contract maintenance and repairs including such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment (where applicable);

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

Your Role:

Appropriate academic qualifications. (GCSE level or equivalent)

Minimum 1 year experience in a facilities or office administration role;

Good working knowledge of Microsoft Office Suite.

Excellent communication skills both written & oral with fluency in English.

Should display initiative, flexibility & confidentiality.

Excellent organizational skills, ability to prioritize tasks and meet deadlines.

Good interpersonal skills and ability to interact at all levels and across cultures.

Awareness of workplace Health & Safety regulations.

Accuracy and attention to detail.

What ICON Can Offer You:

Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our Benefits Examples Include:

Various annual leave entitlements

A range of health insurance offerings to suit you and your family’s needs.

Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.

Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.

Life assurance

Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.