Temp Office Manager

Office Coordinator – Starfield Main Role

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

Reception & Visitor Experience

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

Ensure reception and common areas remain professional and welcoming

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

Serve as the primary liaison with building management and service providers

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

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

Coordinate company-wide administrative processes and workplace initiatives as required

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

Track office-related expenses and purchase requests

Maintain records related to workplace services and office operations

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

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

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

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 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

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

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

Vacation and flex days, and paid company-wide shutdown during the holiday season.

Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending. 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.

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.

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.