Senior Operations Manager I, ICON Prime

ICON Prime is seeking a Senior Manager, Operations to serve as the operational backbone of the Prime business unit managing the physical work environment, owning all site operations needs, executing end-to-end procurement across R&D and overhead functions, and driving rigorous cost control across the organization.

This role exists because ICON Prime and its R&D programs are scaling rapidly, and the procurement, facilities, and financial discipline required to support that growth demands a dedicated, experienced operator who can build the processes and relationships that keep the business moving.

This is a high-ownership position with broad scope: the Senior Operations Manager will be responsible for managing all operational and administrative needs of ICON Prime, all purchasing activity across ICON Prime from laboratory materials and R&D equipment and will serve as the primary steward of operational cost across the business unit. This role is based on ICON’s Austin, TX campus and reports to the Division President of ICON Prime.

RESPONSIBILITIES

• Iterate ICON's enterprise operational practices for ICON Prime operations, developing and maintaining Develop and maintaining procedures and SOPs that allow you to effectively operate procurement, support facilities, meet security compliance, and manage cost across ICON Prime.
• Support Prime managers with new hire onboarding logistics including equipment provisioning and workspace setup for new ICON Prime team members.
• Drive continuous operational improvement as ICON Prime scales; proactively identify gaps, propose solutions, and implement changes with minimal direction.
• Support the Head of R&D and Prime leadership with ad hoc operational analysis, administrative task identification and execution, and strategic initiatives as business needs evolve.
• Serve as the primary point of contact for all ICON Prime facility and office matters, including space planning, maintenance coordination, and day-to-day operational needs of the work environment - liaising with IT and Facilities teams to ensure execution.
• Organize, plan, and manage the execution of Prime facility tours, customer visits, organization offsite, and other events.
• Coordinate logistics, budget tracking, and execution for any office buildouts, reconfigurations, or capital improvement projects within ICON Prime’s footprint.
• Own cost side operational budget tracking for ICON Prime, partnering with Finance to develop annual overhead budgets, monitor monthly overhead actuals, and provide clear variance explanations to business unit leadership.
• Proactively identify and execute cost reduction opportunities through vendor renegotiation, demand management, process standardization, and spend consolidation.
• Develop and maintain cost dashboards and reporting tools that give ICON Prime leadership real-time visibility into operational expenditure across R&D and overhead cost centers.
• Bring analytical rigor to all significant spending decisions; model cost scenarios, evaluate costs savings options, and present recommendations with clear financial rationale.
• Own end-to-end procurement for all ICON Prime R&D needs, including laboratory supplies and consumables, research equipment, materials, software licenses, and third- party research and testing services.
• Partner closely with R&D team leads and program managers to anticipate purchasing requirements, align procurement timelines to project schedules, and prevent supply gaps that impedes research progress.
• Build and manage a preferred vendor network for critical R&D categories; negotiate contracts, pricing, and terms that reflect the volume and strategic importance of ICON Prime’s purchasing activity.
• Ensure all R&D procurement activity complies with ICON purchasing policies, approval authority thresholds, and applicable regulatory requirements.
• Continuously improve R&D procurement workflows to reduce cycle time, increase visibility, and maintain cost discipline as program scope and spend grow.
• Manage all overhead purchasing for ICON Prime including any equipment and business unit-level vendor relationships not covered by centralized ICON service centers.
• Coordinate with the broader ICON procurement organization to leverage enterprise contracts where applicable and avoid duplicative or off-contract spending.
• Evaluate and onboard vendors in alignment with ICON’s vendor management standards; maintain accurate vendor records and contract documentation.

MINIMUM QUALIFICATIONS

• 7+ years of progressive operations experience, with direct ownership of procurement, facilities management, and cost control functions.
• 5+ years of experience managing office or administrative operations in a professional environment, with demonstrated ownership of both executive support functions and broader office operations including vendor coordination, facilities oversight, and employee onboarding logistics.
• Bachelor’s degree in Business, Operations Management, Supply Chain, Finance, or a related field or equivalent demonstrated experience.
• Demonstrated experience managing procurement across both technical/R&D categories and general overhead spend.
• Track record of managing and improving operational budgets, including monthly close processes, variance reporting, and cost reduction initiatives.
• Experience operating within or alongside a Finance organization, with ability to work fluently in budget models and financial reporting formats.
• Strong vendor negotiation skills with verifiable examples of improved contract terms or cost outcomes.
• PREFERRED SKILLS & EXPERIENCE
• Prior experience serving as the sole or lead administrative and operational point of contact for a business unit or division, managing up to senior leadership while simultaneously owning day-to-day office operations.
• Prior experience supporting an R&D, engineering, or science-driven organization where procurement of technical materials, equipment, and specialized services is a core function.
• Hands-on proficiency with Coupa and/or NetSuite; familiarity with BAAN, SAP Ariba, or equivalent enterprise procurement platforms.
• Experience managing facilities for a lab or mixed-use research and office environment.
• Prior experience managing or mentoring direct reports, coordinators, or cross-functional operational staff.
• Exposure to construction technology, advanced manufacturing, or hardware development environments.
• OTHER REQUIREMENTS
• This role is a full-time, on-site at ICON’s Austin, TX campus.
• Occasional extended hours may be required during budget cycles, significant vendor negotiations, or facility projects.
• Some travel may be required for vendor visits, supplier audits, or ICON off-site events.
• ICON is an equal opportunity employer committed to fostering an innovative, inclusive, diverse and discrimination-free work environment. Employment with ICON is based on merit, competence, and qualifications. It is our policy to administer all personnel actions, including recruiting, hiring, training, and promoting employees, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability, marital status, veteran status, or any other legally protected classification in accordance with applicable federal and state laws. Consistent with the obligations of these laws, ICON will make reasonable accommodations for qualified individuals with disabilities.
• Furthermore, as a federal government contractor, the Company maintains an affirmative action program which furthers its commitment and complies with recordkeeping and reporting requirements under certain federal civil rights laws and regulations, including Executive Order 11246, Section 503 of the Rehabilitation Act of 1973 (as amended) and the Vietnam Era Veterans' Readjustment Assistance Act of 1974 (as amended).
• Headhunters and recruitment agencies may not submit candidates through this application. ICON does not accept unsolicited headhunter and agency submissions for candidates and will not pay fees to any third-party agency without a prior agreement with ICON.
• As part of our compliance with these obligations, the Company invites you to voluntarily self-identify as set forth below. Provision of such information is entirely voluntary and a decision to provide or not provide such information will not have any effect on your employment or subject you to any adverse treatment. Any and all information provided will be considered confidential, will be kept separate from your application and/or personnel file, and will only be used in accordance with applicable laws, orders and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement purposes.
• Internet Applicant Employment Notices