HVAC Operations & Maintenance Administrative Assistant

Johnson Controls•Linthicum, MD

About The Position

Under direct supervision, this role provides direct support for the planned service agreement renewal process. It actively participates in accounts receivable activities such as collections and new customer authorizations. The position also provides back-up customer call handling, as needed, and day-to-day administrative support in service operational areas. Duties include performing general routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions. This may involve typing, file maintenance, operating office equipment, and answering telephones. A key responsibility is maintaining the Computerized Maintenance Management System (CMMS), which can include opening and closing work orders, managing equipment status, handling the work order backlog, and maintaining inventory and purchasing systems.

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

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.
Performs general routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions.
Maintains 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.
Responsible for the scheduling, tracking, and monitoring of the touch point plans and the contract renewal life cycle process with the account owners.
Escalates 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, researches, 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.
Researches, 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 to 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.
Supports inventory control process including updating equipment asset transactions.
Assists CSAs in resolution of warranty/SD warranty issues.
Credit/Pay application.
Provides additional service administration support, as required.
Maintains and operates CMMS as directed by Supervisor; creates workorders; creates and maintains equipment history database; manages inventory tracking module, purchasing module, etc.
Manages on-site routine filing system of training records, sub contract data, maintenance records, etc.
Provides telephone backup coverage, responding to interdepartmental inquiries that require brief and standard information.
Follows established procedures for call routing and message taking.
Operates office equipment including typewriter, computer, facsimile and copy machine.
Proofs work for errors and makes corrections as needed.
Provides administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support for Human Resources.
Sorts priorities and redirects incoming mail.
Coordinates requests for repairs and/or service to office equipment.
Maintains supplies and requests for pagers.
Produces monthly utility tracking reports using software spreadsheet database.
Performs other duties necessary to provide general administrative support to the O&M team.