Administrative Coordinator

**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.

**Role**

**WHAT YOU’LL DO**:
The Administrative Coordinator is a trusted administrative partner and the operational anchor of CoolIT’s Starfield Manufacturing Facility. This full-time, onsite role blends polished front-of-house presence with proactive support for senior leadership. You’ll manage calendars, travel, and expenses, coordinate meetings and events, and ensure the office environment reflects professionalism and readiness. With remote guidance, this role requires someone confident, proactive, and capable of balancing multiple priorities independently.

**Responsibilities**

**Reception & Office Coordination**
- Serve as the first point of contact for guests, creating a welcoming and professional experience.
- Maintain a clean, organized reception and shared office spaces.
- No phone line responsibilities: this role does not answer or manage incoming calls.
- Order and maintain stock levels for office supplies, kitchen items, and other necessities.
- Coordinate catering for onsite meetings and events.

**Executive & Meeting Support**
- Provide calendar management, travel coordination, and expense processing for senior leaders.
- Act as first line of calendar defense — proactively resolving conflicts and ensuring alignment across leadership schedules.
- Support offsite meetings by preparing agendas, materials, and logistics.
- Prepare meeting spaces, resolve booking conflicts, manage catering needs, and ensure boardroom readiness.

**Vendor & Facilities Management**
- Manage relationships with vendors for supplies, catering, and services.
- Track inventory and ensure timely ordering and restocking of office necessities.
- Act as first point of contact for vendor issues and escalate when needed.

**General Administration**
- Reinforce company policies and standards onsite.
- Communicate effectively across departments and with the Senior EA.
- Balance multiple priorities and respond to changing needs with agility.
- Provide backup support across administrative functions, assist with client and company-wide events, and cross-location administrative support during absences or peak periods.
- Perform additional administrative or operational tasks as needed or as directed by the Senior Executive Assistant and Senior Leadership Team, to support smooth daily operations and team priorities.

**Who You Are**

**Basic Qualifications**
- High school diploma or equivalent; associate or bachelor’s degree preferred.
- 5-7 years of experience in an administrative role.
- Strong organizational and time management skills.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

**Skills**
- Ability to work under pressure and coordinate numerous activities and groups of people to achieve maximum efficiency on and offsite
- Team player with strong interpersonal skills, above-average communication skills, and a high level of customer service
- Acts with a sense of urgency illustrates ambition and drives for completion of tasks/projects
- Solid organizational skills including time management, attention to detail
- Motivated, creative, collaborative, and results-oriented

**Why CoolIT?**

We strive to be an employer of choice and as such we believe in rewarding our employees with career and development opportunities that maintain and strengthen our culture while aligning to our vision and values.