Office Coordinator

Louisville, KY - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

WARE is one of the nations 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 generositycore values that guide how we support our customers our team and our community.

Position Summary

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.

Key Responsibilities

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

Qualifications

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

Position Details & Benefits

Full-time in-office hourly position
Schedule: MondayFriday 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.