Office Administrator

3 weeks ago

Stockholm, Stockholm, Sweden TN Sweden Full time

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At Moody's, we unite the brightest minds to turn today's risks into tomorrow's opportunities. We do this by striving to create an inclusive environment where everyone feels welcome to be who they are—with the freedom to exchange ideas, think innovatively, and listen to each other and customers in meaningful ways.

If you are excited about this opportunity but do not meet every single requirement, please apply You still may be a great fit for this role or other open roles. We are seeking candidates who model our values: invest in every relationship, lead with curiosity, champion diverse perspectives, turn inputs into actions, and uphold trust through integrity.

Role/Responsibilities:

  • Facility Management Maintenance:
    Responsible for making sure local office maintenance is taken care of on a daily basis, such as kitchen and coffee machine maintenance, meeting room preparations, public areas, printer rooms, etc.
  • Facility Management Administration:
    Responsible for liaison with (internal) Country Manager and local Management, Real Estate Team, IT and (external) Landlord, Building/Office Access, Building/Office Services counterparts/vendors and Security and Recycling counterparts/vendors, attend to building and office issues, office space, seating and desk allocation.
  • Front Desk Staffing and Meeting Coordination:
    Responsible for visitor management, such as taking care of internal and external visitors and accompanying external vendors to the office in a pleasant and professional manner, making sure desks and/or conference rooms are prepared and compliance is adhered to. Answer incoming phone calls promptly and in a pleasant and professional manner and taking care of courier requests. Assist in processing meeting requests including setting up appointments, reserving conference rooms, preparing access passes for internal visitors, arranging for teleconference numbers, refreshments, handouts etc.
  • Health & Safety:
    Liaise with local management to ensure a healthy workspace, such as ergonomics, well-being, and HLR.
  • Travel & Entertainment Administration:
    Assist in arranging travel for team members including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T&E reports for each staff member supported, ensuring that company policies have been followed and that proper and organized documentation is provided to support the report.
  • Accounts Payable Administration:
    Assist in timely and accurate preparation and submission of Accounts Payable vouchers, ensuring that proper accounts are used, amounts are correct and that proper and organized documentation is provided to support the voucher.
  • Backup to Administrative Assistant:
    During times of absence or leaves, act as first point of contact in administrative related tasks.
  • Other:
    May be called upon to take on additional responsibilities and/or perform other tasks as assigned.

Qualifications:

  • Experience working in a corporate environment (preferably 2-5 years)
  • Working knowledge of, and skill in, the Microsoft Office Suite including Outlook, Teams, Word, Excel and PowerPoint.
  • Good organization skills
  • Excellent manner and well-groomed appearance
  • Very good verbal and written communications skills; fluency in Swedish is essential and good business English
  • Ability to multi-task and adapt to shifting priorities
  • Excellent attention to detail
  • Strong orientation toward teamwork
  • Requires moderate supervision

Moody's is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender expression, gender identity or any other characteristic protected by law.

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