Office Coordinator

Ivan Ware & Son Inc•New Albany, IN

4d•$26 - $28•Onsite

About The Position

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. 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.

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

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