Who we are:

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 be responsible for the entirety of the office's daily functions. If you love technology, and are keen to join an industry leader — we would love to hear from you!

What you'll do:

The Office Operations Lead is responsible for overseeing all aspects of daily office operations, including facilities management, health and safety compliance, food and beverage services, reception, technology coordination, and sustainability initiatives. This role serves as the primary point of contact for office-related matters, ensuring continuous operational readiness and 24/7 emergency response. Key responsibilities include maintaining full compliance with health and safety regulations, managing budgets for facilities and maintenance, optimizing vendor relationships for cost and service efficiency, and fostering a high level of employee satisfaction with the workplace environment.

How you'll make an impact:

• Conduct daily facility inspections ensuring clean, organized workspaces and common areas.
• Coordinate with day porters, cleaning staff, and vendors for maintenance, daily operations, and scheduling to minimize office disruption.
• Manage workspace booking system (Robin App), building access coordination, visitor access, building badges, parking registration, and meeting support.
• Serve as primary contact for building emergencies, after-hours alarm notifications, security management, and coordinate with local authorities when necessary.
• Schedule preventative/emergency maintenance for HVAC, plumbing, specialized equipment (coffee machines, water systems, garage doors, sprinklers, EV chargers where applicable).
• Maintain comprehensive vendor relationships across cleaning, maintenance, food services, and security with annual contract reviews ensuring competitive pricing and compliance.
• Oversee temperature control, repair logs, deficiency tracking, warranty management, and quarterly maintenance schedules (tile floors, carpets, windows, fire equipment).
• Manage office keys, security systems, alarm codes, emergency call trees, and review security footage for incidents when necessary.
• Maintain First Aid, CPR, AED certifications and serve as Incident Response Leader/Fire Warden.
• Coordinate quarterly safety inspections, monthly walkthroughs, and bi-annual fire drills.
• Oversee mandatory H&S training completion, accident/incident reporting, PPE inventory management, and employee health checks with documentation/refusals.
• Maintain comprehensive Safety Data Sheet (SDS) notebook with regular chemical inventory audits and update H&S policies, procedures, and employee handbooks.
• Verify contractor insurance certificates (COI) and ensure safety compliance during work.
• Oversee daily F&B operations including snack/beverage inventory, coffee machine maintenance, and coordinate daily lunch delivery services handling vendor issues (missing/late orders).
• Organize catering for internal events, maintain F&B budget compliance, conduct vendor meetings, performance reviews, and research local/sustainable food options.
• Process F&B invoices, maintain expense tracking systems, and track facility/maintenance budgets with variance reporting to management.
• Manage phone reception, visitor management (Envoy/Robin), daily office opening procedures, and coordinate with IT team on TV dashboard updates for important visits.
• Handle mail/package distribution, post office box management, courier coordination, and process/respond to Jira tickets for office-related requests.
• Provide comprehensive employee onboarding including office tours, welcome packages, IT coordination, emergency equipment locations, office etiquette, lunch programs, parking procedures, and safety protocols.
• Support construction/renovation projects by obtaining quotes, tracking spending, communicating project timelines and impacts to staff while coordinating contractors.
• Implement emergency protocols, maintain contact trees, coordinate with building management, and respond to emergency calls.
• Lead office sustainability programs, coordinate recycling with cleaning companies, partner with property management on green initiatives and environmental certifications.
• Research and implement eco-friendly practices, local environmental partnerships, and serve as office liaison for company-wide sustainability committees.
• Maintain relationships with property management, participate in tenant advisory committees, and process invoices through payment systems coordinating with finance teams.

What you'll bring to this role:

Why job seekers choose Geotab: