Office Coordinator (R7439)

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Elastic is a free and open search company that powers enterprise search, observability, and security solutions built on one technology stack that can be deployed anywhere. From finding documents to monitoring infrastructure to hunting for threats, Elastic makes data usable in real-time and at scale. Thousands of organizations worldwide, including Barclays, Cisco, eBay, Fairfax, ING, Goldman Sachs, Microsoft, The Mayo Clinic, NASA, The New York Times, Wikipedia, and Verizon, use Elastic to power mission-critical systems. Founded in 2012, Elastic is a distributed company with Elasticians around the globe. Learn more at elastic.co.

Responsibilities

  • Focus on front of house concierge services and creating an inviting and welcoming environment to our Elastic office.
  • Daily walkthroughs of the office to ensure it is operating seamlessly.
  • Effectively manages the day-to-day delivery of facilities soft services
    through designated suppliers, ensuring the highest standards are achieved.
  • Implements and utilizes processes using the Elastic way and best practice in line with
    Ensures services are delivered that exceed the customers’ expectations and service
    level agreements.
  • Coordinates daily activities of the local team member on-site + various team members throughout Australia on remote sites.
  • Support local in-office events.
  • Manage lunch program deliveries and maintain office supplies and kitchen stock.
  • Maintain a relationship with building management, Security team and janitorial teams, ensuring all systems are functional and issues are dealt with efficiently.
  • Work closely and form relationships with local teams to understand and accommodate ongoing needs and report them to your manager.
  • Respond to email and slack notifications in a timely manner.
  • Be accountable and responsible for ad-hoc projects and initiatives when they arise
  • Front of House management
  •  Vendor management experience
  • Technology skills
  • Minimum of 1+ years’ FM management experience, including managing contracts
    and writing/operating processes and procedures, and building budgets.
  • Experience in managing third-party suppliers and stakeholder management.
  •  Experience with office fit-outs and snagging is an advantage.
  • Experience raising POs and tracking expenditure and with helpdesk and finance.
  • Commercially aware - knowledge of financial terms and principles and is able to
    input for management of budgets.
  • Flexible – able to adapt to changing working environment
  •  Able to deliver results; strong people and performance management skills; able to evaluate options, develop solutions, and make effective decisions.
  • Strong communicator and influencer.
  • Manages remedial works expeditiously and in full compliance with all appropriate legislation.
  • Leads on customer care and provides assistance to service teams to ensure very high levels of customer satisfaction are delivered.
  • Analyses performance and professionalism of specialist suppliers identify alternative strategies where appropriate utilizing latest best practice and innovative ideas.
  • Implements continuous improvement in all service lines to drive value to add and control costs.
  • Be accountable and responsible for ad-hoc projects and initiatives when they
    Arise
  • Ensure consistency of service standards across the current portfolio and other
  • Communication - 360 0 cascading information to customers, peers, and team whilst keeping management team fully informed
  • Network – assisting with the production of documents, processes, and information for other work or new projects.
  • Networking – keep abreast of best practices within the industry by maintaining
    contact with peers in other market sectors.

Experience & Qualities

  • 1+ years progressive experience in a hospitality/workplace / facilities role
  • Broad experience in Facilities Management and Hospitality Management, in-house events and conference 
  • IT support experience preferred
  • Ability to build effective work relationships at all levels, influence behavior, and lead change.
  • Excellent written / verbal communication skills.
  • Strong problem solving, troubleshooting skills.
  • Effective interpersonal capabilities
  • Flexibility to adapt to changing business situations, comfortable working in a high growth, fast-paced environment.
  • Effective listener and communicator.
  • Writes and speaks clearly and concisely with straightforward communication requirements both written and verbal.
  • Exhibits attributes of a good teammate (reliable, prepared, responsive, eager to learn, encouraging). Works collaboratively with others where necessary to achieve goals.
  • An ability to roll with the punches is definitely a plus, and sometimes a sense of humor is key!
  • Humbleness, understanding cultural diversity, critical thinking, curiosity, confident communication skills.
  • Be direct, but respectful and able to communicate even when there are
    differences in opinion.
  •  Flexibility within agreed role responsibilities, maintain boundaries and schedules.
  •  Not afraid of changes to tools and technology
  •  Be prepared to ask and answer questions
  •  Be a team player
  •  Pragmatism and a sense of humor
  • A positive attitude
  • Educated to Higher National Diploma or A-Level standard is preferred but not essential
  • Professional Memberships are an advantage but not essential.
  • HS&E qualification (IOSH, NEBOSH) are an advantage but not essential

Additional Information - We Take Care of Our People

As a distributed company, diversity drives our identity. Whether you’re looking to launch a new career or grow an existing one, Elastic is the type of company where you can balance great work with great life. Your age is only a number. It doesn’t matter if you’re just out of college or your children are; we need you for what you can do.

We strive to have parity of benefits across regions and while regulations differ from place to place, we believe taking care of our people is the right thing to do.

  • Competitive pay based on the work you do here and not your previous salary
  • Health coverage for you and your family in many locations
  • Ability to craft your calendar with flexible locations and schedules for many roles
  • Generous number of vacation days each year
  • Double your charitable giving - We match up to $1500 (or local currency equivalent)
  • Up to 40 hours each year to use toward volunteer projects you love
  • Embracing parenthood with minimum of 16 weeks of parental leave

Different people approach problems differently. We need that. Elastic is an equal opportunity/affirmative action employer committed to diversity, equity, and inclusion. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, pregnancy, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, disability status, or any other basis protected by federal, state or local law, ordinance or regulation.

We welcome individuals with disabilities and strive to create an accessible and inclusive experience for all individuals. To request an accommodation during the application or the recruiting process, please email candidate_accessibility@elastic.co We will reply to your request within 24 business hours of submission.

Applicants have rights under Federal Employment Laws, view posters linked below: Family and Medical Leave Act (FMLA) Poster; Pay Transparency Nondiscrimination Provision Poster; Employee Polygraph Protection Act (EPPA) Poster and Know Your Rights (Poster)

Please see here for our Privacy Statement.


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