HVAC O&M Admin Assistant

Johnson Controls, Inc.; Beaumont, Northern (TX, KY); Hybrid; USD 30,000 - 40,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Johnson Controls, Inc. is seeking an on-site Administrative Support specialist to assist O&M contract administration, including CMMS maintenance, invoicing, and accounts management.

The role focuses on servicing contract renewals, coordinating with account owners, and maintaining accurate billing and records in a fast-paced environment.

Qualifications

• High school diploma or equivalent; an associate degree is preferred.
• Proficient in Word, Excel and Internet business applications.
• Ability to type at least 45 wpm and maintain accuracy.
• Strong interpersonal and customer-service skills.
• Ability to manage multiple tasks and projects with professionalism.

Responsibilities

• Schedule, track, and monitor touch point plans and contract renewal lifecycle with account owners.
• Escalate issues for timely follow-up; may interact with customers to secure purchase orders.
• Update service delivery plans as needed by the team.
• Run reports; research and reconcile unaligned costs (labor, materials, expenses).
• Prepare and submit service billings per customer requirements; reconcile AP exceptions.
• Resolve AR disputes per escalation process; coordinate with AR team for timely resolution.
• Assist with warranty issues and credit/pay applications as needed.
• Maintain CMMS and related modules: work orders, equipment history, inventory, purchasing.
• Provide routine administrative support including filing, records, and reporting.
• Maintain training records, subcontract data, and maintenance records on-site.

Skills

Strong interpersonal skills

Multitasking / prioritization

Microsoft Word and Excel

Typing 45 wpm

Attention to detail

Customer service

Team player

Education

High school diploma or equivalent

Associate degree preferred

Tools

CMMS

Job description

About us

Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, helps customers use energy more productively, reduce carbon emissions, and operate with the precision and resilience required in rapidly expanding industries such as data centers, healthcare, pharmaceuticals, advanced manufacturing, and higher education.

For more than 140 years, Johnson Controls has delivered performance where it really matters. Backed by advanced technology, lifecycle services and an industry-leading field organization, we elevate customer performance, turn goals into real-world results and help move society forward.

What you will do

Under direct supervision, tracks and provides direct support for the planned service agreement renewal process. Actively 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.

Perform general routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions. Duties performed may include typing, file maintenance, operation of office equipment and answering telephones. Maintain Computerized Maintenance Management System (CMMS), which may include opening and closing work orders, maintaining equipment status, managing work order back log, maintaining inventory tracking system, and purchasing system.

How you will do it

• Responsible for the scheduling, tracking, and monitoring of the touch point plans and the contract renewal life cycle process with the account owners.

• Escalate issues to appropriate individuals for timely follow-up as required. May require direct interaction with customers for follow-up to secure purchase orders or to meet special invoicing conditions.

• Updates the Service delivery plans as required by team.

• Runs query reports, research, and reconciles unaligned costs, such as labor hours, material purchases, expenses, and other service-related transactions.

• May prepare and submit service billings in a special invoice format as defined by individual customer account special handling requirements.

• Reconciliation of accounts payable exceptions as necessary.

• Research, 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, will interact with Customer to resolve receivable issues.

• Processes invoice credits and re-bills, as necessary.

• Proactively contacts customers 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.

• Support inventory control process including updating equipment asset transactions.

• Assist CSAs in resolution of warranty/SD warranty issues.

• Credit/Pay application

• Provide additional service administration support, as required.

• Maintain and operate CMMS as directed by Supervisor; create workorders; create and maintain equipment history database; manage inventory tracking module, purchasing module, etc.

• Manage on-site routine filing system of training records, sub contract data, maintenance records, etc.

• Provide telephone backup coverage, responding to interdepartmental inquiries that require brief and standard information. Follow established procedures for call routing and message taking.

• Operate office equipment including typewriter, computer, facsimile and copy machine.

• Proofread work for errors and make corrections as needed.

• Provide administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support for Human Resources.

• Sort priorities and redirect incoming mail.

• Coordinate requests for repairs and/or service to office equipment. Maintain supplies and requests for pagers.

• Produce monthly utility tracking reports using software spreadsheet database.

• Perform other duties necessary to provide general administrative support to the O&M team.

What we look for

Required

• 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.

• High school diploma or equivalent education. Associate degree preferred.

• Proficient computer skills within the following applications: Advanced Microsoft Word, Excel and Internet business application usage.

• Ability to perform work independently and demonstrate solid organizational and attention to detail skills.

• Ability to type a minimum of 45 w.p.m. accurately.

• Ability to pay close attention to detail for typing, filing and proofing.

• Ability to demonstrate exceptional customer service skills.

• Must be a team player and committed to working in a quality environment.

HIRING HOURLY RANGE: $22-29 (Hourly rate to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.) 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