Office Operations Lead at Geotab

Who we are: Geotab ® is a global leader in IoT and connected transportation and certified “Great Place to Work™.” We are a company of diverse and talented individuals who work together to help businesses grow and succeed, and increase the safety and sustainability of our communities. Geotab is advancing security, connecting commercial vehicles to the internet and providing web-based analytics to help customers better manage their fleets. Geotab’s open platform and Geotab Marketplace ®, offering hundreds of third-party solution options, allows both small and large businesses to automate operations by integrating vehicle data with their other data assets. Processing billions of data points a day, Geotab leverages data analytics and machine learning to improve productivity, optimize fleets through the reduction of fuel consumption, enhance driver safety and achieve strong compliance to regulatory changes. Our team is growing and we’re looking for people who follow their passion, think differently and want to make an impact. Ours is a fast paced, ever changing environment. Geotabbers accept that challenge and are willing to take on new tasks and activities - ones that may not always be described in the initial job description. Join us for a fulfilling career with opportunities to innovate, great benefits, and our fun and inclusive work culture. Reach your full potential with Geotab. To see what it’s like to be a Geotabber, check out our blog and follow us @InsideGeotab on Instagram. Join our talent network to learn more about job opportunities and company news. 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 sustainability initiatives. 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 maintaining a seamless, efficient, and welcoming workplace environment for all employees. You will manage the day-to-day facilities, from coordinating cleaning and maintenance to overseeing the workspace booking system and office amenities. You’ll ensure the office stays safe and compliant with health protocols while leading our local sustainability and green initiatives. You will need to work closely with Geotab’s employees, property management, and a variety of service vendors. To be successful in this role, you will be a reliable, detail-oriented professional who enjoys helping others and keeping things organized. In addition, the successful candidate will have strong coordination skills and the ability to manage vendor contracts and budgets effectively. You should be comfortable navigating multiple tasks at once—whether it's onboarding a new hire or coordinating a renovation—to ensure the office runs smoothly every day. 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: • 3-5 years of experience office operations, facilities coordination, or similar. • Strong communication and interpersonal skills. • Knowledge of local building codes, health, and safety regulations. • Experience with security systems and emergency response protocols. • Strong project management, vendor relations, and budget management skills. • Proficiency in office management software, booking systems, and project management tools (Jira). • Ability to lift 40 pounds and perform physical facility inspections. • Current First Aid, CPR, AED certifications (or willingness to obtain). • Health & Safety certifications. • Specialized safety training certifications. If you got this far, we hope you're feeling excited about this role! Even if you don't feel you meet every single requirement, we still encourage you to apply. Please note: Geotab does not accept agency resumes and is not responsible for any fees related to unsolicited resumes. Please do not forward resumes to Geotab employees. Why job seekers choose Geotab: Flex working arrangements Home office reimbursement program Baby bonus & parental leave top up program Online learning and networking opportunities Electric vehicle purchase incentive program Competitive medical and dental benefits Retirement savings program *The above are offered to full-time permanent employees only How we work: At Geotab, we have adopted a flexible hybrid working model in that we have systems, functions, programs and policies in place to support both in-person and virtual work. However, you are welcomed and encouraged to come into our beautiful, safe, clean offices as often as you like. When working from home, you are required to have a reliable internet connection with at least 50mb DL/10mb UL. Virtual work is supported with cloud-based applications, collaboration tools and asynchronous working. The health and safety of employees are a top priority. We encourage work-life balance and keep the Geotab culture going strong with online social events, chat rooms and gatherings. Join us and help reshape the future of technology! We believe that ensuring diversity is fundamental to our future growth and progress and is an integral part of our business. We believe that success happens where new ideas can flourish – in an environment that is rich in diversity and a place where people from various backgrounds can work together. Geotab encourages applications from all qualified individuals. We are committed to accommodating people with disabilities during the recruitment and assessment processes and when people are hired. We will ensure the accessibility needs of employees with disabilities are taken into account as part of performance management, career development, training and redeployment processes. If you require accommodation at any stage of the application process or want more information about our diversity and inclusion as well as accommodation policies and practices, please contact us at [Upgrade to PRO to see contact]. By submitting a job application to Geotab Inc. or its affiliates and subsidiaries (collectively, “Geotab”), you acknowledge Geotab’s collection, use and disclosure of your personal data in accordance with our Privacy Policy. Click here to read our Privacy Notice.