Office Associate

Job overview

The Office Associate role is onsite in Sun Prairie, WI. Compensation is not specified. The position supports Capitol Mechanical’s commercial HVAC service and installation operations, helping field technicians and office staff keep work organized and moving efficiently. The role exists to process operational paperwork, coordinate customer and scheduling communications, and maintain accurate records. By supporting dispatch, service managers, technicians, and customers, the associate helps the company deliver its HVAC services smoothly.

What you'll do

• Review technician timesheets for accuracy before payroll submission
• review work-order notes and route repair recommendations and parts requests
• process equipment start-up documentation and maintain tracking spreadsheets, equipment lists, and job records
• file service documentation
• respond to customer calls and emails and assist with basic service requests
• communicate scheduling information
• create work and purchase orders as requested
• assist dispatch and office staff
• manage parking-permit tracking
• coordinate communication between field technicians and office personnel.

What we're looking for

Skills & competencies

office associate

full-time

sun prairie wi

capitol mechanical

administrative support

hvac

customer service

scheduling coordination

work orders

records management

field technician support

401(k) match

Work arrangement

• Weekend coverage required

Benefits & perks

• Apprenticeship and training
• ESOP
• medical, dental, vision, life, and disability insurance
• Aflac
• 401(k) company match
• paid holidays
• paid time off.

Why this role

High school diploma or equivalent required. Prior administrative or office support experience is preferred; HVAC, construction, or service-industry experience is a plus. Benefits include apprenticeship and training, ESOP, medical, dental, vision, life and disability insurance, 401(k) company match, paid holidays, and paid time off.

About the employer

Capitol Mechanical is hiring for this role. Industry: Plumbing, Heating, and Air-Conditioning Contractors. Sector: 23.