HVAC Office Associate

CAPITOL AIR SYSTEMS

COMMERCIAL HVAC SALES/SERVICE/MAINTENANCE

1772 Reiner Rd P.O. Box #670 Sun Prairie, WI 53590 TEL:  FAX:

JOB POSTING

JOB TITLE:

HVAC Office Associate

DEPARTMENT:
Service

POSITION OVERVIEW:

The HVAC Office Associate is responsible for processing daily paperwork, providing customer service support, assisting with scheduling coordination, and performing various office support functions. This role helps ensure the HVAC service and installation operations run smoothly and efficiently. The HVAC Office Assistant plays a key role in maintaining organized records and supporting both field technicians and office staff.

• 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

• 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

• Attention to detail
• Organization and documentation management
• Customer service orientation
• Communication and teamwork
• Problem-solving and task prioritization
• The ability to work in a fast-paced environment

• Competitive pay
• Medical, Dental, and Vision Insurance
• Paid Time Off and Holidays
• 401(k) Plan
• Employee Stock Ownership Plan (ESOP)

Capitol Mechanical Inc. is an Equal Employment Opportunity/Affirmative Action employer