HVAC Ops & Maintenance Admin Assistant

Johnson Controls•Beaumont, TX

8d•$18 - $26•Onsite

About The Position

The HVAC Administrative Assistant provides administrative and customer support for HVAC service, maintenance, and operations teams and management. This position is responsible for coordinating schedules, processing service-related documentation, supporting field technicians, and ensuring accurate recordkeeping. The ideal candidate is organized, customer-focused, and capable of working in a fast-paced environment while supporting daily HVAC operations.

Requirements

High school diploma or equivalent; associate degree preferred.
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)
Strong organizational and multitasking skills.
Excellent verbal and written communication abilities.
Ability to work independently and manage multiple priorities.
Strong attention to detail and customer service orientation.

Nice To Haves

Experience with CMMS, work order management
Knowledge of HVAC equipment, service processes, and preventive maintenance programs.
Experience supporting field service technicians and operational teams.
Familiarity with invoicing, purchase orders, and contract administration.

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 company's 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 office and operational supplies.