HVAC O&M Administrative Assistant

Johnson Controls•Richmond, VA

2d•Onsite

About The Position

This role provides administrative and day-to-day support for service operations, specifically focusing on the HVAC O&M contract sites. The position involves managing administrative tasks, supporting the planned service agreement renewal process, and assisting with accounts receivable activities. A key responsibility includes maintaining the Computerized Maintenance Management System (CMMS) and ensuring accurate record-keeping for work orders, inventory, and purchasing.

Requirements

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.
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.

Nice To Haves

Associate degree preferred.

Responsibilities

Track and provide direct support for the planned service agreement renewal process.
Participate in accounts receivable activities, including collections and new customer authorizations.
Provide backup customer call handling as needed.
Perform general routine office duties for Operations & Maintenance (O&M) contract sites.
Maintain the Computerized Maintenance Management System (CMMS), including opening/closing work orders, managing work order backlog, and maintaining inventory and purchasing systems.
Schedule, track, and monitor touch point plans and the contract renewal life cycle process.
Escalate issues to appropriate individuals for timely follow-up.
Interact with customers for follow-up to secure purchase orders or meet special invoicing conditions.
Update Service delivery plans as required.
Run query reports, research, and reconcile unaligned costs (labor, materials, expenses).
Prepare and submit service billings in special invoice formats.
Reconcile accounts payable exceptions.
Research, resolve, or escalate accounts receivable disputes.
Assist Accounts Receivables contact with truck-based team A/R issues.
Process invoice credits and re-bills.
Proactively contact customers to ensure satisfaction and commitment to pay.
Update and retain customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses, and special billing rates.
Support the inventory control process, including updating equipment asset transactions.
Assist CSAs in resolving warranty/SD warranty issues.
Provide additional service administration support as required.
Create work orders and maintain equipment history database within CMMS.
Manage on-site routine filing system (training records, sub-contract data, maintenance records, etc.).
Provide telephone backup coverage and respond to interdepartmental inquiries.
Operate office equipment including typewriter, computer, facsimile, and copy machine.
Proofread work for errors and make corrections.
Provide administrative support including typing letters, memos, drafting reports and presentations, and supporting Human Resources.
Sort, prioritize, and redirect incoming mail.
Coordinate requests for repairs and/or service to office equipment.
Maintain supplies and request pagers.
Produce monthly utility tracking reports using software spreadsheet database.
Perform other duties necessary to provide general administrative support to the O&M team.