Facilities & Administrative Coordinator – Farmingdale, NY

Job title: Facilities & Administrative Coordinator – Farmingdale, NY

About the Role 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.

What You'll Do

• Recognize, exemplify and adhere to ICON’s values, which center around our commitment to People, Clients and Performance.
• Embrace and contribute to our culture of process improvement with a focus on streamlining processes and adding value to the business to meet client needs.
• Use discretion with support of Manager to identify and resolve day-to-day issues to maintain office operations.
• Support 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.

What We're Looking For

• 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's Degree preferred.

Compensation & Benefits

• Competitive salary packages with annual performance bonuses.
• Health-related benefits for employees and their families, competitive retirement plans, life assurance.
• ICON is an equal opportunity and inclusive employer; commitment to a discrimination- and harassment-free workplace.
• Additional benefits and well-being/work-life balance opportunities vary by country.