Job Description

Office Coordinator – Quarry Park

About CoolIT Systems Inc.

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.

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.

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
• Support 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
• 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 vendors
• 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.