Workplace Coordinator

About Elastic

Elastic is a leader in Search AI, providing a platform that enables organizations to leverage all forms of data in real time and at scale. The Elastic Search AI Platform supports more than half of the Fortune 500 companies, integrating precise search capabilities with AI to accelerate critical business outcomes. Their cloud-based solutions span search, security, and observability, powering mission-critical systems for global clients such as Cisco, eBay, Microsoft, NASA, and more. Founded in 2012 and publicly traded on the NYSE (ESTC), Elastic embraces a distributed work culture and aims to foster a people-centric, experience-driven environment worldwide.

Role Overview

The Workplace Coordinator will be based in the Dubai office and is responsible for managing and enhancing the workplace experience for Elastic employees both virtually and on-site. This role focuses on operational support, stakeholder collaboration, and promoting a productive, safe, and engaging employee environment aligned with Elastic’s values.

Key Responsibilities

• Oversee daily workplace service operations, including meeting room scheduling, pantry and office supply management, employee lunch initiatives, vendor coordination, health and safety compliance, and procedural adherence.
• Build and maintain strong relationships with stakeholders across the EMEA region to plan and execute events and activities in collaboration with local teams and Elastic’s Talent Brand, DEI, and Elastic Cares groups.
• Facilitate the onboarding and offboarding process for employees located at the Bangalore site to ensure a seamless Elastic experience.
• Utilize data management and MIS knowledge for workplace operations effectiveness.
• Coordinate with building management for maintenance activities such as fire safety equipment checks, fire alarms, HVAC systems, and related infrastructure.
• Manage special projects including office moves, workspace branding, and wiki updates.
• Source and manage local vendors to support events and facility needs.
• Maintain records related to asset management and compliance audits, ensuring all requirements are met efficiently.
• Handle invoice processing and ensure timely payment follow-ups.
• Liaise with various local government authorities including STPI, Police, Customs, Fire department, Municipal Corporation, state secretariats, and utility providers.
• Collaborate with internal teams to deliver a holistic Elastic workplace experience that integrates space design, wellbeing, events, and workplace services.
• Support COVID-19 office reopening protocols and ongoing compliance with health measures.
• Stay informed on workplace trends and innovations to continuously enhance employee experience, both virtual and in-office.

Candidate Profile

• Proven customer service and hospitality experience within workplace or facilities management, preferably in IT or ITES industries.
• Exceptional skills in relationship building across organizational levels.
• Strong written and verbal communication abilities.
• Advanced analytical, problem-solving, planning, and troubleshooting skills.
• Leadership and interpersonal skills combined with effective listening and influencing capabilities.
• Occupational First Aid certification is a plus.
• Local language skills and geographic knowledge relevant to employee transportation.
• Proficiency in MS Word, Excel, PowerPoint, GSuite; experience with Concur is desirable.
• Excellent organizational skills with a capacity to manage competing and shifting priorities independently.
• Discreet, diplomatic communication style while handling confidential matters.
• Positive, open-minded, empathetic attitude, and a good sense of humor to support employee needs.

Additional Information

Elastic is committed to diversity, equity, and inclusion, offering equal opportunity employment regardless of age, race, gender identity, disability status, or other protected characteristics. Benefits include competitive pay determined by work performed, health coverage for employees and families in many locations, flexible scheduling and locations, generous vacation, community donation matching up to $2000 annually, 40 volunteer hours per year, and comprehensive parental leave.

Elastic adheres to all relevant legal requirements and provides accommodations during the recruiting process for candidates with disabilities.

Applicants must note compliance with export controls depending on location or nationality.