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.

Steam power plays a significant role in the daily operations of many large economic sectors, such as health care, education, food, and petrochemical among others, poising WARE for expansive growth for years to come.

WARE is seeking a warm, friendly, highly-organized and detail-oriented Administrative Assistant to serve our customers, visitors, and employees, keeping our organization’s values and culture front-and-center in all interactions. This dynamic position requires empathy, strong communication skills, excellent problem-solving abilities, and the ability to work well under pressure with a calm and reassuring demeanor. 

The Administrative Assistant is a key resource for everyone in the organization, possessing the ability to pivot and quickly respond to needs and questions with a positive attitude and “I’m here to help!” mentality. He/she will serve as the primary point of contact for troubleshooting general employee questions and concerns, resolving questions and issues efficiently and accurately, with a spirit of helpfulness and joy to serve others.

Responsibilities:

• Answer all incoming customer phone calls with a sense of urgency via multi-line phone system, warmly and promptly responding with information, assistance, and/or directing calls to the appropriate person or department
• Act as Brand Ambassador, positively representing the organization’s culture and values to customers, visitors, and employees
• Maintain a clean and organized reception area, ensuring it reflects the company’s brand and values
• Perform opening and closing office procedures
• Receive, sort, and distribute incoming and outgoing mail
• Order and manage office supplies and inventory, as well as new hire onboarding/orientation items
• Support the onboarding process for new employees by preparing welcome materials and coordinating initial setup
• Coordinate catering services for meetings and events
• Provide on-site assistance for meetings (i.e. set-up, materials procurement, etc)
• Maintain vendor contact lists and company records
• Manage company service awards program
• Execute and track new hire surveys
• Provide fleet management assistance 
• Serve as point person for employee Life Events communication and recognition
• Maintain company Riverlink account for service and leased vehicles
• Manage supply and service needs for printers and copiers located throughout the building, and mail stamp machine
• Provide hospitality support as requested 
• Create and distribute quarterly employee newsletter
• Manage, scan, and organize electronic and paper files, ensuring all documents are accurately maintained and easily accessible
• Handle sensitive information with discretion and confidentiality
• Assist in maintaining a clean and organized office environment, including supply areas and shared spaces
• Perform other duties as requested

Details:

• Full time, hourly, in-office position (Monday-Friday, 8am-5pm), $22-$24/hr.
• Paid vacation and holidays
• Health, dental, vision, life, and disability insurance
• Christmas bonus
• Opportunity for profit sharing
• 401(k) with company match

• High School Diploma or GED equivalent with 5+ years full-time experience in an office administrative position
• Possess a team-oriented approach, and joy-filled, service-oriented spirit
• Demonstrate high levels of integrity, discretion, and the ability to use higher judgment when needed, maintaining appropriate confidentiality as required
• Excellent interpersonal skills with ability to build relationships internally and externally
• Strong organizational skills with proven ability to multi-task and own the details
• Tech-savvy, adaptable to new software and programs
• Resourceful and decisive team-player, with healthy confidence in personal abilities
• Proficient in Microsoft Office and working online