Office Operation Lead

Geotab; High Wycombe; On-site; GBP 40,000 - 60,000; Full time

Job summary

A global technology leader in High Wycombe is seeking an Office Operations Lead to manage office operations including facilities, compliance, and employee satisfaction. This role is crucial for ensuring operational readiness and a safe working environment. Candidates should have strong communication and project management skills, alongside health and safety training. Join us to make an impact in a diverse and inclusive workplace.

Benefits

Flex working arrangements

Home office reimbursement program

Competitive medical and dental benefits

Retirement savings program

Qualifications

• Current First Aid, CPR, AED certifications.
• Experience with construction project coordination and contractor management.
• Knowledge of local building codes and health regulations.
• Experience with security systems and emergency response protocols.

Responsibilities

• Oversee all aspects of daily office operations.
• Ensure continuous operational readiness and 24/7 emergency response.
• Manage relationships with vendors and optimize service efficiency.

Skills

Communication skills

Interpersonal skills

Project management

Vendor relations

Budget management

Sustainability background

Education

Health and safety training certifications

Tools

Google Suite

Job description

High Wycombe, England - United Kingdom; Reading, England - United Kingdom

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 ourblog and follow us @InsideGeotab onInstagram . Join ourtalent 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 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:

• Current First Aid, CPR, AED certifications.
• Health and safety training certifications.
• Demonstrated expertise in the UK's employee consultation framework for health and safety, including the functions of Joint Safety Committees and Safety Representatives.
• 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 Google Suite.
• Multilingual capabilities for diverse workplace support.
• Ability to lift 40 pounds and perform physical facility inspections.
• Ability to travel across Geotab's offices in London, High Wycombe, and Reading.

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 50 mb DL/10 mb 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 [e-mail]. 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 learn more about what happens with your personal data.

Geotab’s Voluntary Self‑Identification Survey

Geotab is committed to fair and equitable treatment for all, and fostering a culture that embraces diversity and inclusion throughout the hiring process and beyond. At Geotab, our unique company culture is built upon the value of “always do the right thing” which is embraced by employees around the world. As a global organization, we continuously seek ways in which we can support both our staff and our communities through programs and partnerships focused on empowering diversity and prioritizing inclusion.

We invite you to complete this optional survey to help us evaluate our diversity and inclusion efforts. Submission of the information on this form is strictly voluntary. Opting not to participate will not impact your job application in any way. Information earned will not be associated with your name or job application in any identifiable manner. This information will be kept secure and confidential and will be used solely to evaluate our diversity and inclusion efforts. The information collected in this survey is only available to HR staff and Geotab data scientists to view in aggregated data format and will be kept secure and confidential.

Note to USA Applicants: This is a separate survey from the EEO‑1 Voluntary Self Identification Form used in the United States for compliance purposes. We feel that the options found in the mandated survey do not encompass the rich diversity of our applicants, and as such strive to provide additional responses that reflect the landscape more accurately.

I identify my ethnicity as (select all that apply): Select…

What gender do you identify as? Select…

Does the role you are applying for include managing direct reports? Select…

Geotab is committed to connecting, hiring and providing equal opportunity to qualified people with disabilities. Please select a response below as it relates to disability. Select…

By checking this box, I consent to Geotab collecting, storing, and processing my responses to the demographic data surveys above.

We use Greenhouse's AI‑powered Talent Match tool to compare your application against our job requirements.