Office Coordinator

WARE is one of the nation's largest and most expansive boiler rental, service, education, and training companies. Founded in 1952, WARE is a family-owned organization that has experienced consistent growth for more than 70 years. Our culture is deeply rooted in service, growth, and generosity—core values that guide how we support our customers, our team, and our community.

WARE is seeking an Office Coordinator to serve as the first point of contact for our organization. This role is responsible for creating a welcoming, professional first impression while supporting day-to-day office operations with a proactive, service-oriented mindset. The Office Coordinator plays a central role in keeping the workplace running smoothly by managing reception coverage, office supplies, meetings and events, vendor relationships, and internal communications, while also supporting culture-building initiatives that strengthen employee connection and engagement.

This is a highly visible role that supports both operational efficiency and employee engagement.

Reception & Office Operations

• Serve as the first point of contact by answering phones, greeting visitors, and managing front office access
• Maintain a professional, organized reception and common areas
• Manage daily office readiness, including opening/closing procedures, mail, deliveries, and shared spaces
• Order and manage office, printer, cleaning, and snack supplies; monitor inventory and restock as needed

Intranet & Internal Communications

• Maintain and manage the company intranet, including employee access, content updates, document publishing, and link accuracy
• Coordinate with content owners to ensure timely, accurate internal communications
• Post announcements and updates and assist with basic visuals, templates, and formatting
• Troubleshoot basic intranet access and navigation issues
• Create and distribute the company quarterly newsletter

Administrative & Event Support

• Provide general administrative support, data entry, and document preparation aligned with brand standards
• Support meetings and events, including scheduling, catering, setup, and logistics
• Assist with employee engagement and culture-building initiatives
• Coordinate travel arrangements as requested and support general office needs

• 5+ years of experience in an office environment (front desk, administrative, or coordinator role)
• Strong customer service mindset with excellent interpersonal and communication skills
• Proven ability to build positive working relationships
• Proficiency in Microsoft Office and general comfort with technology
• Ability to manage multiple priorities while maintaining a professional presence
• Experience coordinating meetings, catering, office events, and basic purchasing
• Comfortable learning new platforms and digital tools
• Collaborative, adaptable, and flexible approach to work
• Ability to pivot joyfully and embrace change

• Full-time, in-office, hourly position
• Schedule:
  
  Monday–Friday, 8:00 a.m. – 5:00 p.m.
• Paid vacation, PTO, and holidays
• Health, dental, vision, life, and disability insurance
• Christmas bonus
• Opportunity for profit sharing
• 401(k) with company match

Location: Louisville, KY
Relocation Notice: This position is currently based in Louisville, KY. The company and this role will relocate to New Albany, IN in late summer 2026.

WARE is proud to be an equal opportunity employer and values a workplace built on respect, teamwork, and service.