Office Manager

Pontosense; Toronto; Hybrid; CAD 60,000 - 100,000; Full time

Benefits offered by this job

Hybrid work in Toronto/Waterloo

Health benefits

Direct access to leadership

Competitive pay based on impact

Job summary

Pontosense in Toronto or Waterloo is seeking a hands-on Operations Lead to run onboarding, offices, events, and contracts while partnering with Finance, Supply Chain, and Customer Success to keep the business moving.

You will own HR-related processes, vendor relationships, and facilities, ensuring new hires are set up with laptops and access, and that contracts and renewals are tracked. This role reports to the CEO and sits hybrid across two offices, with a mission to scale as the company grows.

Qualifications

• Onboarding capabilities
• Facilities management
• Vendor coordination
• Contract administration
• Cross-functional collaboration

Responsibilities

• Oversee onboarding and offboarding processes for new hires, ensuring laptops, accounts, access and files are prepared
• Manage office operations for Toronto and Waterloo, including desks, rooms, access, vendors, maintenance and visitors
• Coordinate team events, lunches, celebrations and company activities; identify and address recurring workplace issues
• Handle events and travel logistics, venues, flights, hotels and materials
• Prepare contracts from templates, check details, route for review and signatures, and maintain renewal calendar

Job description

Toronto or Waterloo, hybrid | Full-time | Reports to the CEO

You keep a fast-growing team ready to work and our offices running well.

The company

We went from a lab in Waterloo to 24 countries in five years. Our sensors detect falls and track sleep, health and wellness, with no cameras, wearables or pendants. Families get peace of mind. Older adults keep their independence. Our CTO, Dr. Yihong Qi, holds 680 patents, and the next few hundred get built here.

Why now

We are scaling. The team is doubling over the next year and a half, across two offices, with more to come. That operational load needs one owner. This is a new role, reporting to the CEO.

The role

You run the operations behind the team. Onboarding, offices, events and contracts go through you, and you support Finance, Supply Chain and Customer Success where they need a steady hand. Other teams set the strategy. HR owns people matters. Finance approves payments. Supply Chain owns inventory. Support owns technical fixes. Leadership and counsel decide contract terms. You make sure the work gets done.

• Onboarding and offboarding. New hires start with a laptop, accounts, access and a complete file. Departures are handled cleanly
• Our offices. Toronto and Waterloo today, more as we grow. Desks, rooms, access, vendors, maintenance and visitors
• Team experience. Lunches, celebrations, recognition and company activities. You solve everyday workplace problems and flag recurring ones to the Director of HR
• Events and travel. Venues, flights, hotels, conferences, materials and schedules
• Contracts. You prepare them from approved templates, check the details, flag anything unusual, route them for review and get signatures. You keep the repository and renewal calendar current

What you'll support

• Logistics. Shipments, samples, equipment and returns, alongside the Supply Chain Manager
• Customer Success. Routing requests, scheduling calls, sending resources and following up on deliveries, access and billing
• Finance. Invoices, receipts, payment requests and vendor records
• Follow-through. Tracking requests, deadlines and approvals across HR, Finance, Supply Chain, Support and outside providers so nothing gets lost

What year one looks like

• Every new hire is ready on day one
• Both offices run without executive involvement
• Contracts, renewals, insurance and filings live in one place. Nothing is overdue
• Administrative requests get closed without anyone chasing

How we work

• Build it right, then make it better. People's safety rides on what we ship, so we test hard and never settle for good enough.
• Say it as it is. Kind and direct, at every level, including the CEO.
• Real exposure. You'll see how every part of a company works, and learn faster than anywhere else.
• Do what you said. Trust is built on follow-through, and we return it with real ownership.
• Hard, and worth it. What we build keeps someone's parent safe at home. Rest well, it's part of the job.

This is for you if

• You've been the go-to admin and office lead at a 20 to 150 person company. Tech, hardware or health is a plus
• You would rather own a problem than be assigned a task
• The mission matters to you and the pace feels real, not stressful
• You are the person who just fixes it

This isn't for you if

• You need a big team around you to get things done

What you get

• A sensor for your parents, on us
• Direct access to the leadership team. No layers.
• Fair pay. Impact decides your pay and your path, not tenure
• Hybrid in Toronto or Waterloo, remote if that's where you do your best work
• Health, dental and vision benefits

The details

• $60,000 to $100,000 CAD base salary
• This is a new role, created to grow the team, not a backfill
• How we hire: typically an initial interview, a short case, and a final interview in person with our CEO and members of the team. We may adjust this depending on the role
• We leverage AI tools in our hiring process, but prioritize human input and manual review

Our Commitment

At Pontosense, we are committed to creating a workplace that is inclusive and accessible to all. We value diversity and believe that everyone deserves an equal opportunity to succeed.

If you have a disability or special need that requires accommodation during the hiring process, please let us know. We will work with you to make the necessary accommodations to ensure a fair and positive experience for all applicants.

We strive to provide accessible communication and technology for our employees and customers and always look for ways to improve. If you have any feedback or suggestions on how we can improve accessibility in our workplace, please don't hesitate to contact us.

We are proud to be an equal opportunity employer and welcome candidates from all backgrounds to apply for open positions at our company.