Facilities & Admin Coordinator

ICON is a global healthcare intelligence and clinical research organisation united by a mission to bring new medicines and treatments to patients faster.

As a values-driven organisation, integrity, collaboration, agility, and inclusion are at the heart of how we work and interact with each other, customers, patients and suppliers.

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.

Facilities & Administrative Coordinator – Farmingdale, NY

Summary

The Facilities & Administrative Coordinator will support the day-to-day operations of facilities in the Farmingdale, NY office/lab, ensuring that processes and procedures are streamlined to achieve maximum efficiency in terms of cost and productivity in a collaborative team environment.

Responsibilities:

• Recognize, exemplify and adhere to ICON’s values, which center around our commitment to People, Clients and Performance
• As a member of staff, the F&A Coordinator 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 need
• Uses discretion with support of Manager to identify and resolve day to day issues to maintain office operations
• Supports essential central services, such as security, maintenance, mail, fax, cleaning, catering, waste disposal and recycling, ensuring facilities are well maintained and fully operational
• Assist with management of local Facilities and Administration budget, annual budget preparation, forecasting and invoice review and tracking
• Monitor and respond to customer requests through Facilities Online, ensuring timely response and resolution of issues in compliance with department metrics
• Source and monitor suppliers, including ordering, stock control and distribution in compliance with procurement and purchasing policies
• Health & Safety (H&S) Management: Act as local H&S Officer or liaise with the company H&S Officer to ensure building meets H&S requirements and complies with H&S legislation. Responsible for call-out system for emergencies or alarm-related calls. Implementation and compliance with fire safety procedures
• Coordination and delivery of Facilities and Administration Induction for new employees
• Support other GBS functions at a local level, such as invoice scanning and log completion for Finance where required
• Keep management informed of any issues within the organization that require attention
• Assist with additional facilities related projects as assigned

Requirements

• 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
• A minimum of 1 year experience in a Facilities and Administration related role or equivalent experience.
• familiarity/proficiency  with hand tools, basic knowledge of plumbing /electric
• Proficient with Microsoft Office Suite
• Ability to be resourceful and proactive in dealing with issues that may arise
• Strong oral and written communication skills, with fluency in English required
• Strong interpersonal skills and ability to interact at all levels and across cultures
• Awareness of workplace Health & Safety regulations
• High School diploma or international equivalent required; Associate or Bachelor Degree preferred

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.

#LI-FL1

Employment with ICON is contingent upon having the legal right to work in the country where the role is based.

Rewards & Benefits

ICON offers a competitive and comprehensive total rewards package designed to support your health, wellbeing, and career development.

Benefits may include:

• Competitive base salary and performance related incentives
• Health and wellbeing programmes including medical, dental, and vision coverage where applicable
• Retirement and pension plans
• Life assurance and disability coverage
• Employee assistance programmes and wellbeing resources
• Learning and development opportunities through structured training and career pathways

Benefits may vary depending on role and location.

Visit our careers site to read more about the benefits ICON offers.

Inclusion and Accessibility

ICON is an equal opportunity employer. We are committed to building an inclusive and accessible workplace where everyone feels valued and supported.

If you require reasonable accommodations during the recruitment process, please let us know or submit a request here.

Salary Range

Are you a current ICON Employee? Please click here to apply