HVAC O&M Administrative Assistant

About the role

Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, seeks a skilled individual to support the service agreement renewal process and handle accounts receivable activities.

Responsibilities

• Tracks and provides direct support for the planned service agreement renewal process.
• Participates in accounts receivable activities such as collections and new customer authorizations.
• Provides back up customer call handling, as needed.
• Provides administrative, day-to-day support in the service operational areas.
• Performs general routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions.
• Maintains Computerized Maintenance Management System (CMMS), which may include opening and closing work orders, maintaining equipment status, managing work order backlog, maintaining inventory tracking system, and purchasing system.
• Schedules, tracks, and monitors the touch point plans and the contract renewal life cycle process with the account owners.
• Escalates issues to appropriate individuals for timely follow-up as required.
• Updates the Service delivery plans as required by team.
• Runs query reports, researches, and reconciles unaligned costs, such as labor hours, material purchases, expenses, and other service-related transactions.
• Prepares and submits service billings in a special invoice format as defined by individual customer account special handling requirements.
• Reconciles accounts payable exceptions as necessary.
• Researches, resolves, or escalates accounts receivable disputes as outlined in the escalation process.
• Works with Accounts Receivables contact to assist with resolution of truck-based team A/R issues.
• Determines appropriate actions for timely resolution if needed, interacts with Customer to resolve receivable issues.
• Processes invoice credits and re-bills, as necessary.
• Proactively contacts customers to ensure customer satisfaction and a commitment to pay.
• Updates and retains customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses, and special billing rates up-to date.
• Affords support inventory control process including updating equipment asset transactions.
• Affords support in the resolution of warranty/SD warranty issues.
• Credits/Pay application support provided as required.
• Maintains and operates CMMS as directed by Supervisor; creates work orders; maintains equipment history database; manages inventory tracking module, purchasing module, etc.
• Manages on-site routine filing system of training records, sub-contract data, maintenance records, etc.
• Provides telephone backup coverage, responding to interdepartmental inquiries that require brief and standard information.
• Operates office equipment including typewriter, computer, facsimile, and copy machine.
• Proofreads work for errors and makes corrections as needed.
• Provides administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support for Human Resources.
• Sorts priorities and redirects incoming mail.
• Collaborates in the coordination of requests for repairs and/or service to office equipment.
• Maintains supplies and requests for pagers.
• Produces monthly utility tracking reports using software spreadsheet database.
• Performs other duties necessary to provide general administrative support to the O&M team.

Qualifications

• Strong interpersonal skills to effectively communicate with both internal and external clients.
• Ability to simultaneously handle a large and diverse number of projects, tasks, and issues with tact, cooperation, and persistence.
• Ability to prioritize work activities based upon financial impact to desired business goals.
• Experience in the B2B Payment/Close-Out application process.
• Experience and/or basic project accounting or costing principals is desired.
• Associate degree preferred, high school diploma or equivalent required, plus three to five years of related work experience, preferably within a service/sale, or technical work environment.
• Proficient computer skills within the following applications: Advanced Microsoft Word, Excel, ACCESS, Desktop Publishing, and Internet business application usage.
• Ability to perform work independently and demonstrate solid organizational and attention to detail skills.
• High school diploma or equivalent education.
• Ability to type a minimum of 45 w.p.m. accurately.
• Computer skills necessary to operate word processing applications.
• Ability to pay close attention to detail for typing, filing, and proofing.
• Ability to demonstrate exceptional customer service skills.
• Excellent verbal and written communications skills required.

Benefits

This position includes a competitive benefits package. The posted salary range reflects the target compensation for this role. However, we recognize that exceptional candidates may bring unique skills and experiences that exceed the typical profile. If you believe your background warrants consideration beyond the stated range, we encourage you to apply. To support an efficient and fair hiring process, we may use technology assisted tools, including artificial intelligence (AI), to help identify and evaluate candidates. All hiring decisions are ultimately made by human reviewers. For details, please visit the About Us tab on the Johnson Controls Careers site at https://jobs.johnsoncontrols.com/about-us.