HVAC Office Associate

Capitol Mechanical, Inc.; Town of Sun Prairie (WI); On-site; USD 22,000 - 36,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

Paid Time Off and Holidays

401(k) Plan

Employee Stock Ownership Plan (ESOP)

Job summary

Capitol Mechanical, Inc. is hiring an HVAC Office Associate in Sun Prairie, WI. The role focuses on processing daily paperwork, supporting customer service, and coordinating scheduling to ensure smooth service and installation operations.

You will assist with work orders, records, and communication between field technicians and office staff, contributing to organized documentation and efficient service delivery for commercial HVAC projects.

Qualifications

• High school diploma or equivalent required.
• Prior administrative or office support experience preferred.
• Experience in HVAC, construction, or service industries is a plus.
• Strong computer skills, including scheduling software.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.

Responsibilities

• Process and review daily technician timesheets for accuracy prior to payroll submission.
• Review daily work order notes for recommended repairs and parts requests and distribute them to the appropriate personnel.
• Organize and process equipment start-up documentation.
• Update and maintain equipment and job records in company systems.
• Ensure all service documentation is properly filed and recorded.
• Respond to incoming customer calls and emails in a professional and timely manner.
• Assist customers with basic service requests and general inquiries.
• Communicate scheduling information to customers when needed.
• Maintain a high level of customer service and professionalism in all interactions.
• Create work orders and purchase orders as requested.
• Assist dispatch and office staff with administrative tasks.
• Maintain organized electronic and paper filing systems.
• Manage and track parking permits.
• Support service managers and office staff with various clerical tasks.
• Assist with tracking open work orders and ensuring proper documentation is completed.
• Help coordinate communication between field technicians and office personnel.

Skills

Scheduling software

Organizational skills

Time management

Written and verbal communication

Customer service

Education

High school diploma or equivalent

Job description

CAPITOL AIR SYSTEMS

COMMERCIAL HVAC SALES/SERVICE/MAINTENANCE

1772 Reiner Rd P.O. Box #670 Sun Prairie, WI 53590 TEL: [phone] FAX: [phone]

capitolmechanical.com

JOB POSTING

JOB TITLE: HVAC Office Associate

DEPARTMENT: Service

POSITION OVERVIEW: The HVAC Office Associate is responsible for processing daily paperwork, providing customer service support, assisting with scheduling coordination, and performing various office support functions. This role helps ensure the HVAC service and installation operations run smoothly and efficiently. The HVAC Office Assistant plays a key role in maintaining organized records and supporting both field technicians and office staff.

DAILY PAPERWORK PROCESSING

• Process and review daily technician timesheets for accuracy prior to payroll submission
• Review daily work order notes for recommended repairs and parts requests and distribute them to the appropriate personnel
• Organize and process equipment start-up documentation
• Update and maintain equipment and job records in company systems
• Ensure all service documentation is properly filed and recorded

CUSTOMER SERVICE

• Respond to incoming customer calls and emails in a professional and timely manner
• Assist customers with basic service requests and general inquiries
• Communicate scheduling information to customers when needed
• Maintain a high level of customer service and professionalism in all interactions

ADMINISTRATIVE SUPPORT

• Create work orders and purchase orders as requested
• Assist dispatch and office staff with administrative tasks
• Maintain organized electronic and paper filing systems
• Manage and track parking permits
• Support service managers and office staff with various clerical tasks
• Assist with tracking open work orders and ensuring proper documentation is completed
• Help coordinate communication between field technicians and office personnel

QUALIFICATIONS

• High school diploma or equivalent required
• Prior administrative or office support experience preferred
• Experience in HVAC, construction, or service industries is a plus
• Strong computer skills, including scheduling software
• Excellent organizational and time-management skills
• Strong written and verbal communication skills

KEY COMPETENCIES

• Attention to detail
• Organization and documentation management
• Customer service orientation
• Communication and teamwork
• Problem-solving and task prioritization
• The ability to work in a fast-paced environment

BENEFITS

• Competitive pay
• Medical, Dental, and Vision Insurance
• Paid Time Off and Holidays
• 401(k) Plan
• Employee Stock Ownership Plan (ESOP)

Capitol Mechanical Inc. is an Equal Employment Opportunity/Affirmative Action employer