Office Coordinator

Office Coordinator – Starfield Main 

Role 

WHAT YOU’LL DO: 

The Office Coordinator serves as the first point of contact for employees, visitors, candidates, customers, and vendors and plays a critical role in shaping the day-to-day workplace experience at Headquarters. 

Reporting to the Senior Executive Assistant, this roleis responsible for coordinating workplace operations and employee experience initiatives to ensure the officeremains professional, welcoming, organized, and efficient. 

The Office Coordinator oversees reception services, visitor management, meeting and eventlogistics, workplace services, office supplies, access administration, and facilities coordination. Working closely with employees, leaders, Human Resources, IT, vendors, and building management, this role helps create a positive employee and visitor experience while supporting the day-to-day functionality of the office. 

This role plays a key part inmaintaining workplace standards, supporting employee engagement activities, and ensuring the office environment reflectsCoolIT's culture and value. 

Please note: this role is an 18 month maternity leave coverage

Responsibilities 

Reception & Visitor Experience 

• Serve as the primary point of contact for visitors, customers, candidates, and vendors 

• Manage visitor registration, check-in procedures, and guest experience 

• Coordinate visitor access, security requirements, and host notifications 

• Ensure reception andcommon areasremain professional and welcoming 

Workplace Operations 

• Maintain office readiness and day-to-day workplace functionality 

• Monitor office supplies, kitchen inventory, and workplace resources 

• Coordinate ordering, inventory management, and vendor relationships 

• Coordinate workplace readiness in support of manufacturing operations, including shared workspaces, visitor areas, breakrooms, and administrative spaces. 

• Coordinate workspace moves, desk assignments, and office setup activities 

Workplace Coordination 

• Serve as the primary liaison with building management and service providers 

• Coordinate maintenance requests, repairs, and workplace service tickets 

• Own access card administration, parking coordination, and building access processes 

• Own security badge inventory management, including the creation, issuance, replacement, and collection of employee and contractor badges 

• Coordinate site access requirements for contractors, vendors, visitors, and temporary worker 

• Maintain visibility of workplace issues and escalate asrequired 

Meeting & Boardroom Management 

• Ensure meeting rooms are organized, functional, and presentation-ready 

• Coordinate room bookings, catering, technology support, and meeting requirements 

• Maintain boardroom supplies and workplace standards 

• Coordinatelogistics and support forexecutive, customer, and company meetings asrequired 

Administrative Services 

• Coordinate mail, courier, shipping, and receiving activities 

• Manage office equipment, printers, and general administrative resources 

• Maintain workplace documentation, directories, and contact information 

• Coordinate company-wide administrative processes and workplace initiatives asrequired 

Employee Experience & Events 

• Coordinate employee engagement activities, recognition events, and workplace programs 

• Coordinatelogistics for town halls, celebrations, and company events 

• Coordinate workplace onboardinglogistics including desk readiness, access cards, parking, welcome materials, and new hire office orientation support 

• Coordinatelogistics for customer visits, leadership meetings, andspecial events  

• Partner with internal teams to create a positive employee experience 

Vendor & Budget Coordination 

• Coordinate vendor services andmaintain effective working relationships with service providers 

• Track office-related expenses and purchase requests 

• Coordinate invoice processing and support budget tracking activities asrequired  

• Maintain records related to workplace services and office operations 

Impact 

• Ensures efficient day-to-day office operations through dedicated ownership of workplace services and administrative processes 

• Supports employee engagement, workplace culture, and onboarding experiences 

• Enables productive meetings, events, and visitor experiences through effective planning and coordination 

• Maintains a safe, organized, and scalable workplace environment that supports business growth 

• Serves as a trusted resource and key point of contact for workplace-related support and coordination 

WHO YOU ARE: 

Basic Qualifications: 

• Post-secondary education in Business Administration, Office Administration, Hospitality, Human Resources, Communications, or a related field, or equivalent combination of education and experience 

• 3-5 years of experience in office coordination, workplace operations, employee experience, hospitality, administration, customer service, or similar roles. 

• Demonstrated ability to communicate professionally and effectively in English, both verbally and in writing 

• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint 

• Experience coordinating multiple priorities in a fast-paced environment 

• Legally authorized to work in Canada without company sponsorship. 

Preferred Qualifications: 

• Experience supporting workplace operations, employee experience, reception, or facilities coordination 

• Experience coordinating meetings, events, onboarding activities, or officelogistics 

• Experience working with vendors, service providers, or building management teams 

• Experience in a corporate office, manufacturing, or technology environment 

Skills: 

• Exceptional customer service and interpersonal skills with the ability to create a welcoming, professional, and positive experience for employees, visitors, customers, and vendors 

• Strong organizational and time-management skills with the ability to manage multiple priorities, coordinatelogistics, andmaintain attention to detail in a fast-paced environment 

• Exceptional verbal communication skills with the ability to interact confidently and professionally with employees, executives, customers, candidates, and vendors 

• Strong problem-solving and critical-thinking abilities with a proactive approach toidentifying issues, responding to changing priorities, and driving solutions 

• Ability to build effective working relationships whilemaintaining professionalism, discretion, and a collaborative approach across cross-functional teams 

WHY COOLIT?  

We strive to be an employer of choice and as such we believe in rewarding our employees with career and development opportunities that willmaintain and strengthen our culture whilealigning to our vision and values.  

We are a company that is full of vibrant, innovative people who love what we do. Our comprehensive benefits package includes:  

• Vacation and flex days, and paid company-wideshutdown during the holiday season. 

• Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending. These costs are covered by CoolIT and are enacted from your first day. 

• Dress for your day – in a casual yet professional environment. 

• Retention rewards like “The Big Coffee Break” that reward tenure withadditional vacation time and a monetary bonus. 

• Company-funded RRSP contributions to support your long-term financial goals. 

We thank every candidate inadvance, however, only those selected for an interview will be contacted.  

Successful candidates for this position willbe required to undergo background checks including criminal records check and education. 

About CoolIT,An Ecolab Company

Founded in Calgary, Alberta in 2001, CoolIT Systems is the leading Direct Liquid Cooling technology provider for data centers, supercomputers, and desktop computers. We design and manufacture solutions used by the largest tech companies globally. 

Recognized as one of “The Americas’ Fastest Growing Companies 2023” by Financial Times and honored with the Deloitte Fast 50 Clean Technology award in 2022, as well as the Deloitte Fast 500distinction in both 2021 and 2022,CoolIT's rapid growth is capturing global attention. 

As demand for generative AI,high performance computing and cloud solutions rapidlyexpands, there has never been a more exciting time to join our team.