Office Coordinator

Office Coordinator Starfield Main

Role

WHAT YOULL 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 role is responsible for coordinating workplace operations and employee experience initiatives to ensure the office remains professional welcoming organized and efficient.

The Office Coordinator oversees reception services visitor management meeting and event logistics 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 in maintaining workplace standards supporting employee engagement activities and ensuring the office environment reflects CoolITs 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 and common areas remain 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 as

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

• Coordinate logistics and support for executive customer and company meetings as

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 as

Employee Experience & Events

• Coordinate employee engagement activities recognition events and workplace programs

• Coordinate logistics for town halls celebrations and company events

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

• Coordinate logistics for customer visits leadership meetings and special events

• Partner with internal teams to create a positive employee experience

Vendor & Budget Coordination

• Coordinate vendor services and maintain effective working relationships with service providers

• Track office-related expenses and purchase requests

• Coordinate invoice processing and support budget tracking activities as

• 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 office logistics

• 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 coordinate logistics and maintain 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 to identifying issues responding to changing priorities and driving solutions

• Ability to build effective working relationships while maintaining 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 will maintain and strengthen our culture while aligning 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-wide shutdown 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 with additional vacation time and a monetary bonus.

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

We thank every candidate in advance however only those selected for an interview will be contacted.

Successful candidates for this position will be 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 500 distinction in both 2021 and 2022 CoolITs rapid growth is capturing global attention.

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