Facilities & Office Admin (temporary contract)

Skills and Competencies

• Solid facilities management experience in a corporate environment, with the ability to oversee day-to-day workplace operations with minimal supervision

• Experience managing contracts and coordinating landlords, building management, vendors, Corporate Security, and local authorities

• Basic understanding of workplace technology and information technology hardware, including laptops, monitors, docking stations, and meeting-room equipment

• Strong proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint

• Excellent organisation, communication, interpersonal, and stakeholder-management skills, with the ability to manage multiple priorities and adapt to changing needs

• Fluent German and English language skills, both written and verbal

• Basic understanding of artificial intelligence concepts, with curiosity and enthusiasm for learning how AI tools can be used to improve processes and drive efficiency. Interest in exploring AI systems and a willingness to develop awareness of responsible AI practices, including risk management and ethical use

Education

• Bachelor’s degree or equivalent professional experience

Responsibilities

The Facilities and Office Administrator supports safe, effective office operations in Vienna through facilities oversight, vendor coordination, and administrative support to local leaders and teams. 

• Serve as the primary local point of contact for day-to-day office operations, workplace services, and employee workplace inquiries; oversee office facilities to maintain a safe, functional, and professional work environment; manage timesheets for Vienna office

• Coordinate with landlords, property managers, building management, service providers, and local authorities on maintenance, repairs, inspections, and office improvements

• Manage workplace systems and services, including access control, building security coordination, and workplace technology support

• Monitor meeting rooms, common areas, employee workspaces, and office standards, escalating and resolving issues as appropriate

• Coordinate office moves, seating assignments, space planning, renovations, upgrades, and workplace reconfigurations; partner with Corporate Real Estate and local leadership on workplace initiatives and office improvement projects

• Communicate facilities issues, building updates, workplace changes, and other office information to local employees

• Coordinate vendors supporting facility operations and project work, including general contractors, cleaning personnel, security providers, and maintenance suppliers; monitor vendor performance and service delivery against company standards and local requirements

• Coordinate workplace services such as cleaning, plant or flower maintenance, window cleaning, and carpet cleaning; maintain appropriate office, kitchen, and workplace supply levels and coordinate replenishment

• Provide administrative support to designated leaders and teams, including meeting coordination, appointments, travel logistics, expense processing, and document preparation, including tracking time sheets for the Vienna office. 

• Arrange conference rooms, virtual meeting details, visitor security passes, catering, refreshments, handouts, room setup, and other meeting requirements

• Coordinate logistics for office events, leadership visits, employee engagement activities, workshops, town halls, and team gatherings

• Support department-wide initiatives, employee communications, local business events, and special projects; handle sensitive information with professionalism, discretion, and confidentiality

About the Team

The Corporates and Governments team within Moody's Analytics supports business operations and local workplace needs. This role works across local leadership, Corporate Real Estate, Corporate Security, building partners, vendors, and employees to help the Vienna office operate effectively. The team is also exploring responsible ways to use AI-enabled tools to simplify routine processes, improve communications, and enhance the overall workplace experience for employees and visitors.