Facilities & Maintenance Coordinator

Facilities & Administrative 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.

Title: Facilities & Administrative Coordinator

*This is a hands-on position requiring the use of hand tools, heavy lifting, and furniture assembly*

Location: 100% on-site Farmingdale, NY

What you will do: 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.

Key responsibilities include:

• 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 (Please note: role may require heavy lifting up to 40 lbs)
• 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

Your profile:

• 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

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

$42,600.00-$53,250.00