Office Coordinator

5 months ago

Sydney Central Business District, Australia Elastic Full time

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.
- 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 t

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