Receptionist

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.

Responsibilities:

• Reception Tasks:

• Reception of visitors;
• Issuing visitor pass;
•  Ensuring details are completed correctly;
• Ensuring the log is maintained and filed accordingly for audit purposes;
• Calls management;
• Update of phone directory;
• Meeting rooms booking.

• Badge coordination:

• Programming of permanent badges;
• Management of visitors’ badges;
• Management of visitors’ presence on site.

• Staff departure procedure:

• Deactivation of badges (premises access, cafeteria, parking);
• Get all loaned equipment back.

• Mail management:

• Mail arrival;
• Mail departure.

• Couriers coordination:

• DHL;
• Local courier.

• Business cards order;

• Taxis and hotels order;

• Stationary:

• Stationary orders;
• Keeping a stationary inventory on Excel;
• Keeping stationary stocks updated.

• Meetings scheduling and arrangements;

• Follow-up tickets in Facilities on line system;

• Completing trackers;

• Relations with Building reception;

• Invoices processing: courier, stationary, coffee supplier, catering,…;

• Assistance in organizing monthly events and annual events;

• Backup of Facilities coordinator;

• Any other administrative assistance to Office Coordinator (filing system maintaining and updating, reports minutes, records keeping on tasks, policies writing and/or updating, Health and Safety assistance…).Qualifications:

•    Delivering a highly professional first point of contact.•    Punctual, courteous and polite, well organised and have strong interpersonal skills. •    Previous Reception experience in a corporate office environment and/or within a Facilities department (2 + year) and/or Administrative and Customer Experience in a hotel or companies with Customer relations (2+ year)•    Proficient skills in Microsoft Office applications including Outlook, Word and Excel. •    Excellent communication skills, ability to prioritize and a proactive, service-oriented nature.•    Multi-tasking and flexible•    Fluent English.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.