HVAC Service Administrator
Compensation & Benefits
Compensation: $75,000-$90,000, depending on experience
Full-time, Monday through Friday
On-site role based in Morgan Hill, CA
Opportunity to grow within the Service division
Who We Are
Paragon Mechanical Inc. is a well-established, full-service mechanical contractor
serving commercial and industrial customers across the Bay Area and Silicon
Valley. We provide commercial and industrial HVAC service, mechanical
construction, and new installations, supported by a team of field technicians who
are electronically dispatched to customer sites throughout the region.
We are looking for a dedicated HVAC Service Administrator to join our Service
division in our Morgan Hill office. This is a key support role focused on dispatch,
scheduling, purchase orders, service ticket entry, billing support, and daily
communication with technicians and customers.
The Role
The HVAC Service Administrator helps keep the Service department organized,
responsive, and accurate. This person will support daily service operations by
entering and maintaining service information, assisting with scheduling, creating
purchase orders, reviewing work order details, and helping ensure customer and
technician needs are handled quickly and professionally.
This is a strong fit for someone who is detail-oriented, organized, comfortable
juggling multiple priorities, and able to communicate well with both customers
and field teams.
What You’ll Do
Enter service ticket, purchase order, and timecard information accurately
Update service systems so tickets, work orders, customer information, job
details, and supporting documentation stay current and complete
Support technicians with scheduling, purchase orders, timecards, job details,
and work order follow-up
Review work order information for accuracy and completeness before billing or
closeout
Communicate daily with technicians, customers, and internal team members by
phone and email
Assist with dispatching and scheduling service work based on customer needs
and technician availability
Track quotes and related information in the bid database
Support billing, documentation, and administrative follow-up for the Service
division
Serve as a backup and support resource to current Service Coordinators
Help maintain an organized, responsive, and customer-focused Service
department
What We’re Looking For
High school diploma or equivalent required
Strong customer service and relationship skills
Ability to handle strong customer personalities and tense interactions
professionally
Excellent written and verbal communication skills
Strong attention to detail, especially while multitasking
Ability to manage a fast-paced workload with multiple moving pieces
Strong computer skills, including Microsoft Word, Excel, and general data entry
Accurate typing and comfort entering information into service systems or
databases
Team-oriented mindset and willingness to support technicians, coordinators,
and service leadership
Learning mindset and willingness to grow within the Service department
Preferred Qualifications
Previous HVAC, plumbing, mechanical service, or construction administration
experience
Experience handling service tickets, work orders, purchase orders, timecards, or
job information
Experience with dispatching, scheduling, or assigning jobs
Familiarity with cloud-based service software such as ServiceTrade,
ServiceTitan, or similar platforms
Previous administrative experience in a fast-paced office or service
environment
Some college or additional administrative training is a plus, but not required
Work Environment / Location
This is a full-time, on-site role based in Paragon Mechanical’s Morgan Hill,
California office. The schedule is Monday through Friday, supporting daily
Service department operations, customer requests, technician coordination, and
administrative workflow.
Apply Today
If you are organized, detail-oriented, customer-focused, and interested in
supporting a busy commercial mechanical service team, we would like to hear
from you.
Compensation Range: $75K - $90K