Office Coordinator | Elastic | Remote (Australia)

Office Coordinator | Elastic | Remote (Australia)

Remote Austria
Application ends: July 22, 2024
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Job Description


  • 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