Office & Operations Coordinator Scheduling & Coordination

Bartingale Mechanical is one of Wisconsin’s premier providers of commercial plumbing, HVAC, and temperature control services. Headquartered in Eau Claire, we proudly serve businesses across Western Wisconsin with top‑tier air conditioning, heating, refrigeration, and building automation solutions. We’re known for our advanced tools, expert technicians, and a commitment to exceptional customer service. Whether it’s a heatwave or a deep freeze, Bartingale delivers reliable comfort while helping clients reduce energy costs.

This role is part command center, part concierge, part problem‑solver, and part culture carrier. The Office Assistant keeps Bartingale Mechanical sharp, synchronized, and one step ahead by making sure the details, people, and processes all move in rhythm.

• Serve as the professional first point of contact for Bartingale Mechanical, creating a positive impression by managing incoming calls efficiently, providing accurate information, and directing inquiries appropriately.
• Coordinate and provide administrative support for mail, office supplies, scanning, photocopying, filing, and document organization.
• Take meeting notes and distribute them to appropriate stakeholders to support follow‑up and action items.
• Assist with permit coordination, including obtaining, tracking, and maintaining required permits for job sites.
• Support the preparation and delivery of project submittal and close‑out packages.
• Track warranties for completed projects and installed systems to ensure accurate documentation is maintained.
• Assist department leaders in compiling technical information and compliance documentation for projects.
• Provide support for contract billing, including resolving billing issues and responding to related questions as needed.
• Support department leaders with documentation reviews and system audits to ensure data consistency and accuracy.
• Assist with documentation transfer processes and help maintain standardized job folders, including reviewing system folders for project, service, and controls accuracy.
• Maintain and organize company software systems, including CRM platforms, proposal logs, and related tracking tools.
• Assist with team member onboarding and coordinate union drug testing as needed.
• Collaborate with department leaders to identify operational efficiencies and support process improvement initiatives, including the development and maintenance of Standard Operating Procedures (SOPs).
• Serve as a backup to the Service Coordinator by dispatching calls and opening service tickets.
• Serve as a backup to the Operations Coordinator by opening and managing maintenance contracts.
• Coordinate company‑wide events such as safety meetings, holiday parties, and team‑building activities.
• Plan and organize community outreach events, trade shows, and similar activities, and coordinate travel arrangements for staff, including flights and lodging.
• Perform other duties as assigned.

• One year or more of experience in a complex business office environment, with the ability to maintain a positive, service‑oriented attitude in a fast‑paced setting.
• Proven ability to provide professional, courteous, and responsive support to internal team members, clients, and visitors, with a strong willingness to assist wherever needed.
• Strong grammar, proofreading, and editing skills, with exceptional accuracy and attention to detail.
• Proficient in Microsoft Office applications, particularly Word, Excel, and Access.
• Flexible and adaptable, with the ability to manage changing priorities while maintaining close attention to detail.
• Excellent written and verbal communication skills.
• Experience in the service or construction industry is preferred.

• This position will office in Eau Claire, WI.
• Must possess and maintain a valid driver’s license with the willingness and ability to travel to project sites, trainings, or events on an as‑needed basis.
• All offers of employment are expressly contingent upon the satisfactory completion of a pre‑employment drug screening and background check.

• Safety – You are part of a team that practices…