HVAC Office Coordinator - Scheduling & Admin (Benefits)

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 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.