Office Coordinator

Ecolab Inc. • Calgary, AB

6h • Onsite

About The Position

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.

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
• 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
• 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 workers
• 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
• Paid company-wide shutdown during the holiday season
• Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending
• Retention rewards like “The Big Coffee Break” that reward tenure with additional vacation time and a monetary bonus
• Company-funded RRSP contributions

What This Job Offers

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