{"id":3978550,"url":"https://alion.io/job/ecolab-office-coordinator","title":"Office Coordinator","company":{"id":1754712,"name":"Ecolab","domain":"ecolab.com","url":"https://alion.io/company/ecolab-com","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":81,"open_postings":138,"ghost_share":0,"stale_share":0.761,"repost_share":0.007,"time_to_fill_p50_days":27,"computed_at":"2026-11-09T06:03:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Calgary, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-11-09T18:57:15Z","employer_posted_date":"2026-11-09","last_verified_at":"2026-11-09T18:57:15Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Join CoolIT, an Ecolab Company, a global leader in Direct Liquid Cooling technology for data centers, supercomputers, and high-performance computing environments.\nThe Office Coordinator serves as the first point of contact for employees, visitors, candidates, customers, and vendors and plays an important role in shaping the day-to-day workplace experience at our headquarters.\nReporting to the People Experience Manager, you will coordinate workplace operations and employee experience initiatives to ensure the office remains professional, welcoming, organized, and efficient. You will work closely with employees, leaders, Human Resources, IT, vendors, and building management to maintain workplace standards, support employee engagement, and ensure the office environment reflects CoolIT’s culture and values.\nWhat’s in it For You\nDay 1 Coverage: Employer-paid comprehensive benefits, including dental, prescription drug, vision, paramedical coverage, and a $1,000 annual Health Spending Account.\nRRSP: 2% employer-sponsored contribution.\nEnjoy three weeks of vacation, six flex days, and a one-week paid company-wide holiday shutdown.\n$1,000 annual professional development allowance to support your ongoing learning, skill development, and career growth.\nDress for your day in a casual, professional environment.\nWhat You Will Do\nServe as the primary point of contact for visitors, customers, candidates, and vendors, coordinating registration, check-in, building access, security requirements, and host notifications.\nMaintain a professional and welcoming reception area, common spaces, visitor areas, breakrooms, shared workspaces, and administrative areas.\nSupport day-to-day workplace readiness by monitoring and ordering office supplies, kitchen inventory, and other workplace resources.\nCoordinate workspace moves, desk assignments, office setups, and workplace readiness activities that support office and manufacturing operations.\nServe as the primary liaison with building management and service providers, coordinating maintenance requests, repairs, workplace service tickets, and issue escalation.\nAdminister access cards, security badges, parking, and building access processes, including creating, issuing, replacing, tracking, and collecting employee and contractor badges.\nCoordinate site access requirements for contractors, vendors, visitors, and temporary workers.\nEnsure meeting rooms and boardrooms are organized, functional, fully supplied, and presentation-ready, including coordinating bookings, catering, technology support, and other meeting requirements.\nCoordinate office administration, including mail, courier, shipping and receiving, office equipment, printers, workplace documentation, directories, and company-wide administrative processes.\nCoordinate employee engagement activities, recognition programs, town halls, celebrations, customer visits, leadership meetings, company events, and other special events.\nSupport workplace onboarding by coordinating desk readiness, access cards, parking, welcome materials, and new-hire office orientation.\nMaintain positive working relationships with vendors and service providers while tracking office expenses, purchase requests, invoices, budget-related activities, and workplace service records.\nPosition Details\nThe role supports the day-to-day workplace experience at CoolIT’s Starfield Manufacturing\nMinimum Qualifications\nThree to five years of experience in office coordination, workplace operations, employee experience, hospitality, administration, customer service, or a similar role.\nDemonstrated ability to communicate professionally and effectively in English, both verbally and in writing.\nProficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.\nExperience coordinating multiple priorities in a fast-paced environment.\nLegally authorized to work in Canada without company sponsorship.\nPreferred Qualifications\nPost-secondary education in Business Administration, Office Administration, Hospitality, Human Resources, Communications, or a related field, or an equivalent combination of education and experience. Experience supporting workplace operations, employee experience, reception services, or facilities coordination.\nExperience coordinating meetings, events, onboarding activities, or office logistics.\nExperience working with vendors, service providers, or building management teams.\nExperience working in a corporate office, manufacturing, or technology environment.\nExceptional customer service and interpersonal skills, with the ability to provide a welcoming, professional, and positive experience.\nStrong organizational and time-management skills, with the ability to coordinate logistics, manage competing priorities, and maintain attention to detail.\nExceptional verbal communication skills, with the ability to interact confidently and professionally with employees, executives, customers, candidates, and vendors.\nStrong problem-solving and critical-thinking skills, with a proactive approach to identifying issues, responding to changing priorities, and implementing solutions.\nAbility to build effective cross-functional working relationships while demonstrating professionalism, discretion, and collaboration.\nWe thank every candidate in advance; however, we will contact only those selected for an interview. Please note: immigration sponsorship is not available for this role. Successful candidates for this position will be required to undergo background checks, including criminal record checks and education verification.\nABOUT COOLIT, AN ECOLAB COMPANY\nFounded 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 technology companies globally.\nRecognized as one of “The Americas’ Fastest Growing Companies 2023” by the Financial Times and honoured 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.\nAs demand for generative AI, high-performance computing, and cloud solutions rapidly expands, there has never been a more exciting time to join our team.\n#LI-Onsite\nDuring pre-screening, we may use an AI tool, supported by human oversight, to efficiently manage tasks such as resume screening and/or interview scheduling. 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