HVAC O&M Admin Assistant

Johnson Controls•Capitol Heights, MD

6d•$33 - $46

About The Position

Under direct supervision, the HVAC O&M Admin Assistant provides administrative and operational support for Operations & Maintenance (O&M) contract sites. The role supports service agreement renewals, accounts receivable and customer authorizations, customer call handling, routine office operations, and service administration. It also maintains the Computerized Maintenance Management System (CMMS), including work orders, equipment records, inventory tracking, and purchasing information. The position coordinates renewal touch points and the contract renewal life cycle with account owners, updates service delivery plans, researches and reconciles service-related costs, and assists with customer-specific billing and accounts receivable issues. Additional duties include inventory control, warranty support, routine records management, telephone backup, correspondence and report preparation, office equipment and supply coordination, and utility tracking reports. The role requires strong customer service, communication, organization, attention to detail, and prioritization skills. The stated hiring hourly range is $33.00–$46.00, with the rate determined by factors including education, experience, knowledge, skills, abilities, internal equity, and market data. The position includes a competitive benefits package.

Requirements

Strong interpersonal skills and the ability to communicate effectively with internal and external clients.
Ability to handle many diverse projects, tasks, and issues simultaneously with tact, cooperation, and persistence.
Ability to prioritize work activities based on financial impact to business goals.
Experience in the B2B Payment/Close-Out application process.
High school diploma or equivalent required.
Three to five years of related work experience, preferably in a service/sales or technical work environment.
Proficient computer skills, including advanced Microsoft Word, Excel, and Access, desktop publishing, and internet business applications.
Ability to work independently with solid organizational and attention-to-detail skills.
Ability to type at least 45 words per minute accurately.
Computer skills necessary to operate word-processing applications.
Ability to pay close attention to detail when typing, filing, and proofreading.
Exceptional customer service skills.
Team-oriented approach and commitment to working in a quality environment.
Excellent verbal and written communication skills.

Nice To Haves

Associate degree preferred.
Experience and/or basic knowledge of project accounting or costing principles is desired.

Responsibilities

Schedule, track, and monitor customer touch-point plans and the contract renewal life cycle with account owners; escalate issues as needed.
Follow up with customers to secure purchase orders or meet special invoicing conditions when required.
Update service delivery plans as directed by the team.
Run query reports and research and reconcile unaligned labor, material, expense, and other service-related costs.
Prepare and submit service billings in customer-specific invoice formats when required.
Reconcile accounts payable exceptions and research, resolve, or escalate accounts receivable disputes.
Work with Accounts Receivables contacts to resolve truck-based team accounts receivable issues and interact with customers when needed.
Process invoice credits and re-bills as necessary.
Contact customers to support satisfaction and timely payment commitments.
Maintain current customer account information for special billing conditions, tax status, invoice approval contacts, billing addresses, and special billing rates.
Support inventory control, including updating equipment asset transactions.
Assist CSAs with warranty and SD warranty issues.
Handle credit and payment applications.
Provide additional service administration support as required.
Maintain and operate the CMMS as directed, including creating work orders, maintaining equipment history, and managing inventory and purchasing modules.
Maintain on-site filing systems for training records, subcontract data, maintenance records, and related materials.
Provide telephone backup, respond to routine interdepartmental inquiries, route calls, and take messages according to established procedures.
Operate office equipment, including computers, facsimile and copy machines.
Proofread work and make corrections as needed.
Provide administrative support by typing letters and memos, drafting monthly reports and presentations, and supporting Human Resources.
Prioritize and redirect incoming mail.
Coordinate repairs or service for office equipment and maintain supplies and requests for pagers.
Produce monthly utility tracking reports using spreadsheet database software.
Perform other duties necessary to provide general administrative support to the O&M team.