Facilities & Admin Coordinator

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.

We are now looking for a Facilities & Admin Coordinator to be based in our office in Warsaw, Poland. As the Coordinator, you will play a vital role in ensuring the smooth operation of our facilities and providing administrative aid to various departments.

What you will be doing:

• Effectively coordinate the day to day administrative and facilities services in the office in compliance with departmental procedures in addition to general ICON procedures.
• Receptionist Tasks.
• Assist in the preparation of financial information as required by local and company accountants, including invoice processing, CAPEX & lease approvals. 
• Compliance with and support of Health and Safety systems in the office under the supervision of the Health and Safety Officer.
• Carry out regular Housekeeping audits, highlighting any issues or concerns to manager.
• Assist in the co-ordination and delivery of Staff Induction.
• 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.
• Support the IT function at a local level, assisting in setup and management of services for staff (where applicable).
• Management and distribution of in bound faxes (both hardcopy and electronic) and courier shipments.
• Coordinate any building contract maintenance and repair including such services as heating, air conditioning, security systems, elevators, utilities and fire safety equipment (where applicable).
• Assist with the management of external records management & data security services.
• Provide support in management of company car fleet (where applicable).
• Organize staff events.
• Assist with company Mobile Phone Account management (where applicable).
• Keep management informed of any administration issues within the organization, which require attention. Perform other reasonably related duties as may be locally required.

Your Profile:

• Minimum 1 year experience in a similar office administration role.
• Excellent command of English and Polish.
• Great communications and interpersonal skills.
• Great organizational skills and ability to properly prioritize and follow-up on assigned tasks.
• #LI-MK2
• #LI-Onsite

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.

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

ICON, including subsidiaries, 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, colour, 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 or submit a request here

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.