HVAC O&M Admin Assistant

Johnson Controls; Capitol Heights (MD); On-site; USD 45,000 - 63,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Johnson Controls is seeking an administrative professional to support service renewal tracking, receivables activities, and general O&M office duties in the United States. The role includes CMMS maintenance, invoicing, and inventory tracking across contract sites.

The ideal candidate will have strong organizational skills, proficiency in Microsoft Word, Excel, and Access, and 3–5 years of related experience. A high school diploma is required; an associate degree is a plus.

Qualifications

• Associate degree preferred, high school diploma or equivalent required, plus three to five years of related work experience.
• Proficient computer skills in Word, Excel, Access and general internet applications.
• Ability to manage multiple projects with accuracy and attention to detail.

Responsibilities

• Under direct supervision, tracks and supports the service agreement renewal process.
• Participates in accounts receivable activities including collections and new customer authorizations.
• Provides back up customer call handling and general administrative support.
• Maintains CMMS, creates work orders, and manages inventory tracking.
• Prepares invoices and reconciles costs related to labor and materials.
• Proactively communicates with customers to ensure satisfaction and timely payments.

Skills

Interpersonal skills

Communication

Multitasking

Detail oriented

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Word

Excel

Access

Job description

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

• 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.


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


• Excellent verbal and written communications skills required.

HIRING HOURLY RANGE: $33.00-46.00 (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