Vienna Facilities & Office Admin (2-Year Contract)

PassFort; Wien; On-site; EUR 42,000 - 56,000; Full time

Job summary

Moody's Vienna office is seeking a Facilities & Office Administrator for a two-year temporary contract. The role oversees day-to-day operations, vendor coordination, and administrative support for local leaders and teams to maintain a safe and professional work environment.

Requires a Bachelor’s degree and strong MS Office skills, plus fluent German and English. The team emphasizes responsible AI practices in workplace tools.

Qualifications

• Experience overseeing day-to-day office operations with minimal supervision.
• Contract management with landlords, vendors, and authorities.
• Proficiency with Microsoft Office suite.
• Strong organisation and stakeholder-management skills.
• Fluent German and English, written and verbal.
• Interest in AI concepts and responsible AI practices.

Responsibilities

• 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.
• 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.

Skills

Facilities management

Contract management

IT hardware basics

MS Office

Stakeholder management

German & English

AI awareness

Education

Bachelor's degree

Tools

None

Job description

Moody's Vienna office is seeking a Facilities & Office Administrator for a two-year temporary contract. The role oversees day-to-day operations, vendor coordination, and administrative support for local leaders and teams to maintain a safe and professional work environment.

Requires a Bachelor’s degree and strong MS Office skills, plus fluent German and English. The team emphasizes responsible AI practices in workplace tools.