HVAC Ops & Maintenance Admin Assistant

YDU JC Air Cond & Ref Inc.- Dubai; Amelia (TX); On-site; USD 24,796 - 35,817; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Johnson Controls is seeking an HVAC Administrative Assistant to provide administrative and customer support for HVAC service, maintenance, and operations teams. This on-site role coordinates schedules, processes service documentation, and supports field technicians while ensuring accurate recordkeeping.

The ideal candidate is organized, customer-focused, and able to work in a fast-paced environment. Requirements include a high school diploma (associate degree preferred), 2+ years of

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2+ years of administrative or office support experience.
• Experience in HVAC, facilities management, or service industries preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organization, multitasking, and communication skills.
• Ability to work independently and manage multiple priorities.

Responsibilities

• Coordinate technician dispatching and maintain daily service schedules.
• Handle calls and emails regarding service requests, work orders, and invoices.
• Create, update, and close work orders in the maintenance management system.
• Process purchase orders, invoices, and vendor documentation.
• Track service contracts, renewals, and preventive maintenance.
• Maintain customer records, equipment databases, and service histories.
• Assist with proposals, service agreements, and customer reports.
• Monitor timesheets, labor entries, and service documentation.
• Prepare reports on maintenance activities and metrics.
• Support data entry, document control, and special projects.
• Ensure compliance with policies, safety requirements, and documentation standards.
• Maintain inventory records and assist with ordering supplies.

Skills

Organizational skills

Multitasking

Communication

Customer service orientation

Education

High school diploma or equivalent

Associate degree preferred

Tools

CMMS

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.

Job Summary

The HVAC Administrative Assistant provides administrative and customer support for HVAC service, maintenance, and operations teams and management. This position is responsible for coordinating schedules, processing service-related documentation, supporting field technicians, and ensuring accurate recordkeeping. The ideal candidate is organized, customer-focused, and capable of working in a fast-paced environment while supporting daily HVAC operations.

Key Responsibilities

• Coordinate technician dispatching and maintain daily service schedules.
• Answer incoming customer calls and emails regarding service requests, work orders, and invoices.
• Create, update, and close work orders in the company\'s maintenance management system.
• Process purchase orders, invoices, and vendor documentation.
• Track service contracts, renewals, and preventive maintenance schedules.
• Maintain customer records, equipment databases, and service histories.
• Assist with preparing proposals, service agreements, and customer reports.
• Monitor technician timesheets, labor entries, and service documentation.
• Prepare reports related to maintenance activities, contract performance, and operational metrics.
• Support management with data entry, document control, and special projects.
• Ensure compliance with company policies, safety requirements, and customer documentation standards.
• Maintain inventory records and assist with ordering office and operational supplies.

Required Qualifications – On-site Role

• High school diploma or equivalent; associate degree preferred.
• 2+ years of administrative or office support experience.
• Experience in HVAC, facilities management, construction, maintenance, or service industries preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• Ability to work independently and manage multiple priorities.
• Strong attention to detail and customer service orientation.

Preferred Qualifications

• Experience with CMMS, work order management
• Knowledge of HVAC equipment, service processes, and preventive maintenance programs.
• Experience supporting field service technicians and operational teams.
• Familiarity with invoicing, purchase orders, and contract administration.

Core Competencies

• Scheduling and Coordination
• Organizational Skills
• Communication
• Problem Solving
• Team Collaboration
• Time Management
• Data Accuracy
• Confidentiality
• Attention to Detail

HIRING HOURLY RANGE: $18 - $25.73 (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.

Johnson Controls International plc. is an equal employment opportunity and affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, genetic information, sexual orientation, gender identity, status as a qualified individual with a disability or any other characteristic protected by law. To view more information about your equal opportunity and non-discrimination rights as a candidate, visit EEO is the Law.

If you are an individual with a disability and you require an accommodation during the application process, please visit here.

Johnson Controls: Enhancing the Intelligence of Buildings

Your buildings have a purpose. They are places for people to live or work. Facilities for learning or healing. Venues for entertainment and shopping. Sites for the specialized storage of tangible goods or mission-critical data. Your buildings have a huge variety of functions; they are central to your mission. This is where Johnson Controls comes in, helping drive the outcomes that matter most. Through a full range of systems and digital solutions, we make your buildings smarter. A smarter building is safer, more comfortable, more efficient, and, ultimately, more sustainable. Most important, smarter buildings let you focus more intensely on your unique mission. Better for your people. Better for your bottom line. Better for the planet. At Johnson Controls, we\’ve been making buildings smarter since 1885, and our capabilities, depth of innovation experience, and global reach have been growing ever since. Today, we offer the world’s largest portfolio of building products, technologies, software, and services; we put that portfolio to work to transform the environments where people live, work, learn and play.