HVAC Operations & Maintenance Admin Assistant

Johnson Controls, Inc.•Mobile, AL

34d•$15 - $24

About The Position

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.

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. Associate degree preferred.
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.

Responsibilities

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.