What are the responsibilities and job description for the Office Coordinator position at WARE?
Description
- This position is currently based in Louisville, KY. The company, and the position, will be relocating to New Albany, IN, in late summer 2026.**
WARE
is one of the nation's largest and most expansive boiler rental, service, education, and training companies. A family-owned business founded in 1952,
WARE
has experienced continual growth for over 70 years. The company culture strongly rooted in service, growth and generosity sets it apart, with these core values serving as the foundation of the company's success.
WARE
was built on Christian values which are the foundation of our culture, how we work together, and how we serve our customers. It's a wonderful legacy that's been woven into the fabric of our company for generations. We're committed to treating our employees like family in the best sense of the word, creating a workplace employees enjoy and can thrive in.
We're seeking an
Office Coordinator
to serve as the first point of contact for the organization, greeting people with genuine hospitality and supporting day-to-day office needs with a helpful and positive approach. This role supports a well-functioning workplace by providing reception coverage, coordinating office supplies, supporting meetings and events, and maintaining relationships with office vendors. The
Office Coordinator
also maintains the organization's intranet, creates the company quarterly newsletter, and contributes to culture-building initiatives that enhance employee engagement and workplace connection.
Responsibilities
- Answer and direct phone calls professionally and promptly
- Greet visitors and employees and manage front door access
- Maintain a clean, organized, and professional reception area
- Perform opening and closing office procedures to ensure daily readiness
- Manage incoming and outgoing mail and deliveries
- Order, manage, and organize snacks, office, cleaning, and printer supplies inventory; restock areas and shared spaces as needed
- Maintain and support the organization's intranet by:
- Setting up employee access
- Coordinating content updates with subject-matter owners and ensuring information remains current
- Assisting in creating simple visuals, templates, and graphics for postings
- Continually monitoring content for accuracy; repairing broken links and replacing outdated content
- Posting updates and announcements in a timely and accurate manner
- Maintaining pages by updating links, contacts, and shared resource information
- Formatting and publishing documents, forms, and policies
- Troubleshooting basic user questions related to navigation and access; escalating issues as needed
- Provide administrative support including copying, scanning, filing, and preparing documents
- Perform data entry and maintain logs, spreadsheets, and internal trackers
- Prepare documents in keeping with brand standards
- Support departmental meeting requests, including catering orders, logistics, set-up, and supplies
- Assist with culture-building events and employee engagement initiatives
- Book travel arrangements, as requested
- Assist with general office support requests as needed
- Perform other duties as assigned
Details
- Full time, in-office, hourly position (Monday-Friday, 8am-5pm), $26-$28/hr
- Paid vacation, PTO, and holidays
- Health, dental, vision, life, and disability insurance
- Christmas bonus
- Opportunity for profit sharing
- 401(k) with company match
Requirements
- 5 years experience in an office environment in a front desk, administrative, coordinator, or LMS support role
- Excellent customer service mindset and interpersonal/communication abilities
- Strong relationship-building skills
- Proficiency in Microsoft Office and computer/technology savvy
- Ability to manage multiple priorities and maintain a professional presence
- Experience coordinating meetings, catering, office events, and basic office purchasing
- Comfortable learning new platforms and working with digital tools
- Collaborative mindset with ability to communicate and work well with others
- Ability to joyfully pivot and embrace change
Salary : $26 - $28