Office Coordinator

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.

Office Coordinator – Starfield Main

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.
Please note: this role is an 18 month maternity leave coverage

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
• Coordinate workplace readiness in support of manufacturing operations, including shared work spaces, visitor areas, breakrooms, and administrative spaces.
• Coordinate 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
• Coordinate site access requirements for contractors, vendors, visitors, and temporary worker
• Maintain visibility of workplace issues and elevate 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

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 vendor
• Ensures efficient day-to-day office operations through dedicated…