HVAC Service Administrator

Paragon Mechanical; Morgan Hill (CA); On-site; USD 75,000 - 90,000; Full time

Job summary

Paragon Mechanical is seeking an HVAC Service Administrator in Morgan Hill, CA. This full-time on-site role supports the Service division with dispatch, scheduling, and billing assistance.

The ideal candidate will manage service tickets, purchase orders, timecards, and communications with technicians and customers. We value organized, detail-oriented professionals who can juggle multiple priorities while maintaining excellent customer service.

Qualifications

• Strong customer service and relationship skills.
• Excellent written and verbal communication.
• Detail-oriented with ability to multitask.
• Proficient with Word, Excel, and data entry.

Responsibilities

• Enter service tickets, purchase orders, and timecard information accurately.
• Update service systems to keep tickets, work orders, and customer data current.
• Support technicians with scheduling, PO creation, and timecards.
• Review work order details for accuracy before billing.
• Communicate daily with technicians, customers, and internal teams.
• Assist with dispatching and scheduling based on needs and availability.
• Track quotes and related information in the bid database.
• Provide billing documentation and administrative follow-up for the Service division.
• Serve as a backup resource to current Service Coordinators.

Skills

Customer service

Communication skills

Attention to detail

Multitasking

Data entry

Microsoft Word

Microsoft Excel

Teamwork

Learning mindset

Education

High school diploma or equivalent

Tools

ServiceTrade

ServiceTitan

Job description

HVAC Service Administrator

Compensation & Benefits

Compensation: $75,000-$90,000, depending on experience

Full-time, Monday through Friday

On-site role based in Morgan Hill, CA

Opportunity to grow within the Service division

Who We Are

Paragon Mechanical Inc. is a well-established, full-service mechanical contractor

serving commercial and industrial customers across the Bay Area and Silicon

Valley. We provide commercial and industrial HVAC service, mechanical

construction, and new installations, supported by a team of field technicians who

are electronically dispatched to customer sites throughout the region.

We are looking for a dedicated HVAC Service Administrator to join our Service

division in our Morgan Hill office. This is a key support role focused on dispatch,

scheduling, purchase orders, service ticket entry, billing support, and daily

communication with technicians and customers.

The Role

The HVAC Service Administrator helps keep the Service department organized,

responsive, and accurate. This person will support daily service operations by

entering and maintaining service information, assisting with scheduling, creating

purchase orders, reviewing work order details, and helping ensure customer and

technician needs are handled quickly and professionally.

This is a strong fit for someone who is detail-oriented, organized, comfortable

juggling multiple priorities, and able to communicate well with both customers

and field teams.

What You’ll Do

• Enter service ticket, purchase order, and timecard information accurately


• Update service systems so tickets, work orders, customer information, job


• details, and supporting documentation stay current and complete


• Support technicians with scheduling, purchase orders, timecards, job details,


• and work order follow-up


• Review work order information for accuracy and completeness before billing or


• closeout


• Communicate daily with technicians, customers, and internal team members by phone and email


• Assist with dispatching and scheduling service work based on customer needs


• and technician availability


• Track quotes and related information in the bid database


• Support billing, documentation, and administrative follow-up for the Service division


• Serve as a backup and support resource to current Service Coordinators


• Help maintain an organized, responsive, and customer-focused Service department

What We’re Looking For

• High school diploma or equivalent required


• Strong customer service and relationship skills


• Ability to handle strong customer personalities and tense interactions professionally


• Excellent written and verbal communication skills


• Strong attention to detail, especially while multitasking


• Ability to manage a fast-paced workload with multiple moving pieces


• Strong computer skills, including Microsoft Word, Excel, and general data entry


• Accurate typing and comfort entering information into service systems or databases


• Team-oriented mindset and willingness to support technicians, coordinators, and service leadership


• Learning mindset and willingness to grow within the Service department

Preferred Qualifications

• Previous HVAC, plumbing, mechanical service, or construction administration experience


• Experience handling service tickets, work orders, purchase orders, timecards, or job information


• Experience with dispatching, scheduling, or assigning jobs


• Familiarity with cloud-based service software such as ServiceTrade, ServiceTitan, or similar platforms


• Previous administrative experience in a fast-paced office or service environment


• Some college or additional administrative training is a plus, but not required

Work Environment / Location

This is a full-time, on-site role based in Paragon Mechanical’s Morgan Hill,

California office. The schedule is Monday through Friday, supporting daily

Service department operations, customer requests, technician coordination, and

administrative workflow.