Office Assistant

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.

Essential Duties & Responsibilities:
To successfully perform this role, an individual must be able to carry out each essential duty satisfactorily. The requirements outlined below represent the knowledge, skills, and abilities necessary for the position. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions.

• 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 closeout 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.
  

Required Education & Experience:

• 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.

Other Details:

• 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, in accordance with Company policy, of a pre-employment drug screening and background check.

What Sets Us Apart:
Safety - You are part of a team that practices safety first in all we do.
Innovative Culture - Where all ideas are valued and new concepts are encouraged, ensuring continuous growth and out-of-the-box thinking.
Onboarding - Coordinated support to ensure integration into the company, complete understanding of role and team members,
Collaborative Environment - Join a collaborative workspace where support and open communication are the foundation, leading to stronger relationships and teams.
Continuous Learning - Access to resources and opportunities for day-to-day learning, and professional development
Community Engagement - We encourage and support community involvement and volunteer work, providing opportunities to give back and make a positive impact in their communities
Impact - Be a part of a company that makes a difference, both the in market and in the community.

Benefits:

• This position offers benefits that support the total well-being of you and your family. Some benefits include:
  • Comprehensive Health Coverage: Medical, Dental, & Vision Options
  • Employer-Paid Coverage: Group Term Life, Short & Long-Term Disability Coverage
  • 401K with Employer Match
  • Discounted Company Stock (Employee Stock Purchase Plan)
  • Profit Sharing
  • Generous Paid Time Off & Paid Holidays
  • Robust Training/Development & Professional Growth Opportunities
  • Exclusive Discounts: Access to Perks Marketplace Discount Program
  • Company Engagement, and More

Disclaimer: The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this classification. All personnel may be required to perform duties outside of their typical responsibilities on occasion as needed.

This position is not eligible for sponsorship.

The Jamar Company does not set fixed deadlines for applications to open positions.

The Jamar Company is an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you are a person with a disability and need assistance with the application process, or if you're experiencing difficulty using our website to apply for a position, please reach out to our Human Resources department at careers@jamarcompany.us

Equal Opportunity Employer, including individuals with disabilities and veterans.