Director, Workplace Portfolio and Projects

Elastic, the Search AI Company, enables everyone to find the answers they need in real time, using all their data, at scale — unleashing the potential of businesses and people. The Elastic Search AI Platform, used by more than 50% of the Fortune 500, brings together the precision of search and the intelligence of AI to enable everyone to accelerate the results that matter. By taking advantage of all structured and unstructured data — securing and protecting private information more effectively — Elastic’s complete, cloud-based solutions for search, security, and observability help organizations deliver on the promise of AI.

What is The Role

Elastic’s Workplace team is part of our Global HR function and has responsibility for real estate, design & construction, workplace experience & operations, environment & sustainability, occupational health & safety, corporate & event security and incident management. With continued growth across the company we support 30+ offices globally, bringing with it more Elasticians, office locations, events & travel. Elastic has a 'Distributed by Design'' workplace culture; we encourage and support Elasticians wherever they decide their workplace will be, and we support this through our mantras of “Experience First” and being “Globally Consistent, Locally Relevant”.

Our team has established itself as a trusted partner to deliver workplace support and solutions that are aligned to Elastic’s operational needs. As we continue to grow, we are facing an increasing demand in the number of office locations, and expansion of existing locations, as well as a need to update and refresh existing locations. To support the continued growth and better plan ahead, we are now looking for a Global Leader, Portfolio & Project Management to join our team and report to the Senior Director, Global Workplaces.

What You Will Be Doing

Take ownership of the Portfolio & Project Management function within Elastic’s Global Workplaces team, leading lease administration, portfolio planning & strategy, transaction management, occupancy reporting and capital project delivery. Consider how new tools & technologies can support, accelerate and scale the delivery of improved portfolio management & people experiences.

You will need to think strategically and tactically, developing our engagement with senior leadership, gathering their input on headcount & location planning, combining this with improved data monitoring from our occupancy measures and desk booking platform. Together with improved reporting and management of portfolio critical dates, and transaction management, drive increased efficiency of Elastic’s office spaces and improved employee experience. Maintaining an active awareness and understanding of global workplace trends and innovations will be key to keeping our workplace portfolio fresh and relevant. You’ll bring strong financial analytical skills and thorough understanding of lease accounting regulations.

Due to the wide geographical spread of our locations, there will be some requirement to travel.

Key Functional Areas

Lease Administration, Accounting & Reporting;

• Key POC for internal audit, accounting & reporting.
• Maintain lease documentation, amendments, guarantees, insurances.
• Lead on property taxes, incentives, service charge reviews.

Portfolio Planning & Strategy:

• Engagement with key regional and functional leaders to understand business needs.
• Maintain a rolling 3-year portfolio plan that aligns and adapts with business plans.
• Plan for growth and handle critical dates, renewals, lease ends.
• Occupancy monitoring & reporting.

Transaction Management:

• Lead the search & selection process, managing local and senior stakeholders.
• Lead the business case & approval workflows for all transactions..
• POC for legal reviews and finance as it relates to LoCs, BGs etc.

Capital Project Delivery:

• Manage the design & construction process for new office locations & refreshes.
• Control of capital budget including all furniture, AV / VC.
• Advise the operations & experience team on maintenance and engineering issues.

General Activities:

• Establish effective working relationships with colleagues and external contacts.
• Oversee commercial agreements with key delivery partner.
• Develop a plan for the future of the function, including staffing and budgets.

What You Bring

• Multi-location (regional / global) experience of at least 10 years!
• Implementation of systems / tools to support the functional areas.
• Solid knowledge and understanding of lease and capital accounting standards.