HVAC Office Associate

Capitol Mechanical•Sun Prairie, WI

2d•$20 - $25

About The Position

The HVAC Office Associate works in the Service department and supports HVAC service and installation operations by processing daily paperwork, providing customer service, coordinating scheduling, and performing office support functions. The role maintains organized records and supports field technicians and office staff. Responsibilities include reviewing technician timesheets and work order notes, processing equipment start-up documentation, updating equipment and job records, and ensuring service documents are filed correctly. The associate responds to customer calls and emails, helps with basic service requests and inquiries, and communicates scheduling information when needed. The role also creates work orders and purchase orders as requested, assists dispatch and office staff, maintains filing systems, tracks parking permits and open work orders, and helps coordinate communication between field technicians and office personnel.

Requirements

High school diploma or equivalent required.
Strong computer skills, including scheduling software.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Attention to detail.
Customer service orientation.
Communication and teamwork skills.
Problem-solving and task-prioritization 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 daily technician timesheets for accuracy before payroll submission.
Review daily 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 to incoming customer calls and emails professionally and promptly.
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.
Track open work orders and help ensure documentation is completed.
Coordinate communication between field technicians and office personnel.