HVAC Office Associate

Capitol Mechanical•Sun Prairie, WI

About The Position

The HVAC Office Associate supports the Service department and helps HVAC service and installation operations run smoothly and efficiently. The role processes daily paperwork, provides customer service support, assists with scheduling coordination, and performs office support functions. It also maintains organized records and supports field technicians, service managers, dispatch, and office staff.

Requirements

High school diploma or equivalent.
Strong computer skills, including scheduling software.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to work in a fast-paced environment.

Nice To Haves

Prior administrative or office support experience preferred.
Experience in HVAC, construction, or service industries is a plus.

Responsibilities

Process and review technician timesheets for accuracy before payroll submission.
Review work order notes for recommended repairs and parts requests, and distribute them to appropriate personnel.
Organize and process equipment start-up documentation.
Update and maintain equipment and job records in company systems.
Ensure service documentation is properly filed and recorded.
Respond professionally and promptly to incoming customer calls and emails.
Assist customers with basic service requests and general inquiries.
Communicate scheduling information to customers when needed.
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 clerical tasks.
Assist with tracking open work orders and ensuring proper documentation is completed.
Help coordinate communication between field technicians and office personnel.