Facilities & Office Administration

At Moody’s, we’re taking action. We’re hiring diverse talent and providing underrepresented groups with equitable opportunities in their careers. We’re educating, empowering and elevating our people, and creating a workplace where each person can be their true selves, reach their full potential and thrive on every level. Learn more about our DE&I initiatives, employee development programs and view our annual DE&I Report at moodys.com/diversity

Facilities Management

• Makes requests for building maintenance through property management software, includes arranging for security passes for guests/colleagues
• Responsible for security management and maintains access cards for team members and guests
• Arranges “hoteling” seats for staff using space planning software (SpaceIQ)
• Ensures all common areas (meeting rooms and kitchens) are clean and in good order
• Responsible for sustainability reporting
• Office Supplies – maintains appropriate levels of office supplies including kitchen supplies (coffee, tea, cleaning supplies) as well as other miscellaneous supplies

General Administration

• General Support – Provides outstanding level of administrative support to clients and staff including arranging couriers, scanning, photocopying, filing, and crafting and updating spreadsheets and PowerPoint presentations. Acquires and maintains a good understanding of the company in order to provide efficient customer service
• Phone Coverage – Answers all phones promptly and in a cheerful and professional manner Assists callers as the need arises and redirects calls to appropriate teams / individuals
• Onboarding/Offboarding Tasks – Assists in the development of the new employee’s Orientation Program and sets up Onboarding/Offboarding responsibilities in Job Control
• Process meeting requests for teams including setting up appointments, reserving conference rooms, refreshments, handouts, booking IT equipment, etc.
• Travel & Entertainment – Assists in arranging travel for team members using EGENCIA including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and works to ensure the most efficient options are taken into consideration
• Social Event Planning and Co-ordination

Joint Health & Safety Committee

• Member of Joint Health & Safety
• Certification will be required in accordance with the Occupational Health and Safety Act
• Member of Crisis Management Team
• Fire warden
• First Aid

Client Support

• Coordinates client training invitations by e-mail/shared calendar (currently being held virtually) and e-mails meeting links to training attendees
• Updates Monthly Help Desk Support using Excel. Program automatically updates Outlook. Updates SharePoint client support calendar
• Maintains contacts database. Posts release notes and updates SharePoint.

Project Management

• Builds and distributes weekly bug and spec agendas for various teams. After each meeting, posts all bugs and specs to Job Control.
• Builds and sends Cloud Bursting Reports on the first of each month for Sun Life and Manulife after approval by management.

• 1 – 3 years related experience working in a corporate environment
• College or university degree
• Good solid understanding of, and skill in, Microsoft Office Suite including Outlook, Word, Excel, PowerPoint and Zoom
• Good organizational skills
• Excellent telephone manner
• Good verbal and written communication skills
• Strong orientation toward collaboration
• Requires minimum supervision