Office Associate at Capitol Mechanical in Sun Prairie, WI

The 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. This role plays a key role in maintaining organized records and supporting both field technicians and office staff.

Key Responsibilities:

• 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
• Maintain and update start-up tracking spreadsheets
• Update and maintain equipment lists 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

Qualifications:

• 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

• Ability to work independently and as part of a team

• Attention to detail

• Organization and documentation management

• Customer service orientation

• Communication and teamwork

• Problem-solving and task prioritization

Capitol Mechanical Inc. is a full-service commercial HVAC contractor serving Wisconsin since 1971. We are an established company with many key employees working here for over 20 years. Their wealth of experience combined with the desire to provide the highest possible quality of work for our customers is key to our success.

We are proud to offer our employees the following benefits:

• Apprenticeship & Training
• ESOP
• Medical
• Dental
• Vision
• Life Insurance
• AD&D Insurance
• Short Term Disability
• Long Term Disability
• Aflac
• 401K Company Match
• Paid Holidays
• Paid Time Off

Capitol Mechanical Inc. is proud to be an equal opportunity employer. Black, Indigenous, Persons of Color, Marginalized Persons, Gender Diverse, Persons in the LGBTQ+ Community, Multilingual, & Multicultural Persons, and Persons with Disabilities are strongly encouraged to apply. Capitol Mechanical, Inc. maintains a policy of non-discrimination with respect to employees and applicants for employment. No aspect of employment will be influenced in any matter by race, color, religion, sex, age, national origin, marital status, ethnicity, religion, sexual orientation, gender identity and/or expression, physical disability, medical/mental condition, perceived physical disability or veteran status, or any other basis prohibited by statute.