Office Operations, Lead

Who you are:

We are always looking for amazing talent who can contribute to our growth and deliver results! Geotab is seeking an Office Operations Lead who will oversee all aspects of daily office operations, including facilities management, health and safety compliance, and comprehensive workplace services. If you love technology, and are keen to join an industry leader — we would love to hear from you!

What you'll do:

As an Office Operations Lead your key area of responsibility will be ensuring continuous operational readiness and acting as the primary point of contact for office-related matters, including 24/7 emergency response. Key accountabilities include maintaining full compliance with health and safety regulations, managing budgets for facilities and maintenance, and overseeing the seamless delivery of office services such as F&B, reception, and technology coordination. You will need to work closely with various internal teams (e.g., Technology, Health & Safety), external vendors, and building management to optimize vendor relationships for cost and service efficiency and implement sustainability initiatives.

To be successful in this role you will be a highly reliable, responsive, and resourceful professional with the ability to manage critical operational matters and foster a high level of employee satisfaction. In addition, the successful candidate will have strong financial acumen and operational management skills to effectively manage facilities budgets, maintain regulatory compliance, and optimize vendor performance.

How you'll make an impact:

• Conduct daily facility inspections ensuring clean, organized workspaces and common areas.

• Coordinate external partners (day porters, cleaning staff, vendors) for maintenance, daily operations, and scheduling to minimize office disruption.

• Manage property administration including workspace booking system (Robin App), building access, visitor access, building badges, and parking registration.

• Schedule and oversee preventative/emergency maintenance for all specialized equipment and building systems (HVAC, plumbing, coffee machines, etc.), maintaining comprehensive repair logs, deficiency tracking, and warranty management.

• Serve as primary contact for building emergencies, security management, and coordinate with local authorities when necessary, including after-hours alarm notifications.

• Maintain First Aid, CPR, AED certifications and serve as Incident Response Leader/Fire Warden.

• Manage H&S compliance by coordinating safety inspections, fire drills, overseeing mandatory H&S training, accident/incident reporting, and maintaining the Safety Data Sheet (SDS) notebook.

• Oversee security systems, alarm codes, emergency call trees, and manage physical assets like office keys.

• Oversee daily F&B operations including snack/beverage inventory, coffee machine maintenance, and coordinate daily lunch delivery services, handling all vendor issues.

• Organize catering for internal events and research local/sustainable food options.

• Provide comprehensive employee onboarding including office tours, welcome packages, and safety/office protocol training.

• Maintain comprehensive vendor relationships across cleaning, maintenance, food services, and security, including annual contract reviews ensuring competitive pricing and compliance.

• Process F&B and facility invoices, maintain expense tracking systems, and track facility/maintenance budgets with variance reporting to management.

• Manage phone reception, mail/package distribution, and respond to office-related Jira tickets.

• Verify contractor insurance certificates (COI) and ensure safety compliance during work.

What you'll bring to the role:

• 3 - 5 years of experience in Office operations, facilities coordination, or similar experience.

• Current First Aid, CPR, AED certifications (or willingness to obtain)

• Health & Safety certifications (OSHA, IOSH, NEBOSH, HAZMAT)

• Specialized safety training certifications (HAZWOPER, etc.)

• Bachelor's degree or equivalent experience in facilities management/administration.

• Strong communication and interpersonal skills.

• Experience with construction project coordination and contractor management.

• Knowledge of local building codes, health, and safety regulations.

• Experience with security systems and emergency response protocols.

• Background in sustainability and environmental programs.

• Strong project management, vendor relations, and budget management skills.

• Proficiency in office management software, booking systems, and project management tools (Jira)

• Multilingual capabilities for diverse workplace support.

• Ability to lift 40 pounds and perform physical facility inspections.