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 qualified, 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 elevate 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 setting

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 these 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, A n 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.

Our Commitment to a Culture of Inclusion & Belonging Ecolab is committed to fair and equal treatment of associates and applicants and furthering the principles of Equal Opportunity to Employment. We will recruit, hire, promote, transfer and provide opportunities for advancement based on individual qualifications and job performance in all matters affecting employment, compensation, benefits, working conditions, and opportunities for advancement. Ecolab will not discriminate against any associate or applicant for employment because of race, religion, color, creed, national origin,citizenship status, sex, sexual orientation, gender identity and expressions, genetic information, marital status, age, or disability.

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