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 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 CoolIT'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 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 required
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 required
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 required
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 required
Maintain records related to workplace services and office operations
Impact
- Creates a professional, welcoming, and positive workplace experience for employees, visitors, candidates, customers, and vendor
- 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, CoolIT's 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.
