HVAC Office Associate

CAPITOL AIR SYSTEMSCOMMERCIAL HVAC SALES/SERVICE/MAINTENANCE1772 Reiner Rd ▪ P.O. Box #670 ▪ Sun Prairie, WI 53590 TEL: (608)825-6657 ▪ FAX: (608)825-6779capitolmechanical.com JOB POSTINGJOB TITLE: HVAC Office AssociateDEPARTMENT: 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. DAILY PAPERWORK PROCESSINGo Process and review daily technician timesheets for accuracy prior to payroll submissiono Review daily work order notes for recommended repairs and parts requests and distribute them to the appropriate personnelo Organize and process equipment start-up documentationo Update and maintain equipment and job records in company systemso Ensure all service documentation is properly filed and recorded CUSTOMER SERVICEo Respond to incoming customer calls and emails in a professional and timely mannero Assist customers with basic service requests and general inquirieso Communicate scheduling information to customers when neededo Maintain a high level of customer service and professionalism in all interactions ADMINISTRATIVE SUPPORTo Create work orders and purchase orders as requestedo Assist dispatch and office staff with administrative taskso Maintain organized electronic and paper filing systemso Manage and track parking permitso Support service managers and office staff with various clerical taskso Assist with tracking open work orders and ensuring proper documentation is completedo Help coordinate communication between field technicians and office personnel QUALIFICATIONSo High school diploma or equivalent requiredo Prior administrative or office support experience preferredo Experience in HVAC, construction, or service industries is a pluso Strong computer skills, including scheduling softwareo Excellent organizational and time-management skillso Strong written and verbal communication skills KEY COMPETENCIESo Attention to detailo Organization and documentation managemento Customer service orientationo Communication and teamworko Problem-solving and task prioritizationo The ability to work in a fast-paced environment BENEFITSo Competitive payo Medical, Dental, and Vision Insuranceo Paid Time Off and Holidayso 401(k) Plano Employee Stock Ownership Plan (ESOP) Capitol Mechanical Inc. is an Equal Employment Opportunity/Affirmative Action employer