Office Coordinator II

CoolIT Systems • Calgary, AB

6d • Onsite

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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
• 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

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree