HVAC Service Admin & Dispatch Coordinator

Johnson Controls; Beaumont (TX); On-site; USD 51,577,344 - 73,682,313; 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 role coordinates schedules, processes service-related documents, supports field technicians, and ensures accurate recordkeeping in a fast-paced environment.

The successful candidate is organized, customer-focused and capable of handling multiple priorities.

Qualifications

• 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)

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 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 supplies.

Skills

Administrative experience

Organizational skills

Time management

Attention to detail

Multitasking

Customer service orientation

Excellent communication

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office Suite

Job description

Johnson Controls is seeking an HVAC Administrative Assistant to provide administrative and customer support for HVAC service, maintenance, and operations teams. This role coordinates schedules, processes service-related documents, supports field technicians, and ensures accurate recordkeeping in a fast-paced environment.

The successful candidate is organized, customer-focused and capable of handling multiple priorities.