Johnson Controls · 4 hours ago
HVAC O&M Administrative Assistant
Houston-Texas-United States of America
Full-time
Onsite
New Grad, Entry Level
$26/hr - $36/hrJohnson Controls is a global leader in building technologies and solutions. The HVAC O&M Administrative Assistant will provide administrative support for service operations, including tracking service agreements, handling accounts receivable, and maintaining the Computerized Maintenance Management System (CMMS). This role requires strong organizational skills and the ability to communicate effectively with customers and internal teams.
Industrial EngineeringPhysical SecuritySmart Building
Responsibilities
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
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
Qualification
Required
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
Benefits
Competitive benefits package
Company
Johnson Controls
Johnson Controls offers smart buildings that create safe, healthy, and sustainable environments.
Founded in 1885
10001+ employees
H1B Sponsorship
Johnson Controls has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (61)
2024 (57)
2023 (80)
2022 (95)
2021 (81)
2020 (93)
Funding
Current Stage
Public CompanyTotal Funding
$1.6BKey Investors
US Department of Energy
2024-12-05Post Ipo Debt· $250M
2024-12-04Post Ipo Debt· $525.61M
2024-05-20Post Ipo Equity· $90M
Leadership Team
Joakim Weidemanis
Chief Executive Officer
Marc Vandiepenbeeck
Executive Vice President and Chief Financial Officer
Recent News
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