HVAC Ops & Maintenance Admin Assistant

HVAC Administrative Assistant

Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, helps customers use energy more productively, reduce carbon emissions, and operate with the precision and resilience required in rapidly expanding industries such as data centers, healthcare, pharmaceuticals, advanced manufacturing, and higher education.

For more than 140 years, Johnson Controls has delivered performance where it really matters. Backed by advanced technology, lifecycle services and an industry-leading field organization, we elevate customer performance, turn goals into real-world results and help move society forward.

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.

• 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.

• 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.

• 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.

• Scheduling and Coordination
• Organizational Skills
• Communication
• Problem Solving
• Team Collaboration
• Time Management
• Data Accuracy
• Confidentiality
• Attention to Detail

HIRING HOURLY RANGE: $18 - $25.73 (Hourly rate to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.) This position includes a competitive benefits package. The posted salary range reflects the target compensation for this role. However, we recognize that exceptional candidates may bring unique skills and experiences that exceed the typical profile.

If you believe your background warrants consideration beyond the stated range, we encourage you to apply. To support an efficient and fair hiring process, we may use technology assisted tools, including artificial intelligence (AI), to help identify and evaluate candidates. All hiring decisions are ultimately made by human reviewers.

Johnson Controls International plc. is an equal employment opportunity and affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, genetic information, sexual orientation, gender identity, status as a qualified individual with a disability or any other characteristic protected by law. To view more information about your equal opportunity and non-discrimination rights as a candidate, visit EEO is the Law .

If you are an individual with a disability and you require an accommodation during the application process, please visit here.