HVAC Operations & Maintenance Administrative Assistant

Job Responsibilities

• Track and provide direct support for the planned service agreement renewal process under supervision.
• Actively participate in accounts receivable activities, including collections and new customer authorizations.
• Provide backup customer call handling as needed.
• Deliver day‑to‑day administrative support in the service operational areas.
• Perform routine office duties for Operations & Maintenance contract sites—typing, file maintenance, operating office equipment, and answering telephones.
• Maintain the Computerized Maintenance Management System (CMMS): open and close work orders, manage equipment status, handle work order backlog, inventory tracking, and purchasing modules.
• Schedule, track, and monitor touch‑point plans and the contract renewal lifecycle in coordination with account owners.
• Escalate issues to appropriate individuals for timely follow‑up.
• Interact directly with customers to secure purchase orders or satisfy special invoicing conditions.
• Update service delivery plans as required by the team.
• Run query reports, research, and reconcile unaligned costs—including labor hours, material purchases, and other service‑related transactions.
• Prepare and submit service billings in special invoice formats when required.
• Reconcile accounts payable exceptions and resolve or escalated accounts receivable disputes.
• Work with Accounts Receivables contacts to resolve truck‑based team A/R issues and determine timely resolution actions.
• Process invoice credits and re‑bills as necessary.
• Proactively contact customers to ensure satisfaction and commitment to payment.
• Maintain and update customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses, and special billing rates.
• Support inventory control processes, including updating equipment asset transactions.
• Assist Client Service Analysts (CSAs) in resolving warranty and SD warranty issues.
• Provide general administrative support—typing letters, drafting monthly reports and presentations, and assisting Human Resources.
• Coordinate repairs and service for office equipment, maintain supplies, and manage the on‑site routine filing system for training records and maintenance documentation.
• Produce monthly utility tracking reports using spreadsheet software and database tools.

• Strong interpersonal skills for effective communication with internal and external clients.
• Ability to simultaneously manage a large and diverse set of projects, tasks, and issues with tact and persistence.
• Capacity to prioritize work activities based on financial impact and business goals.
• High school diploma or equivalent; associate degree preferred.
• Proficient computer skills—advanced Microsoft Word, Excel, and internet business application usage.
• Demonstrated ability to work independently with solid organizational and attention‑to‑detail skills.
• Typing speed of at least 45 words per minute with high accuracy.
• Exceptional customer service orientation.
• Commitment to teamwork and operating in a quality environment.

Hourly rate: $25‑$33 (determined by education, experience, knowledge, skills, and alignment with market data). This position includes a competitive benefits package.

Johnson Controls International plc. is an equal employment opportunity and affirmative action employer. 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 or disability. For additional information about your equal‑opportunity and non‑discrimination rights as a candidate, visit EEO is the Law. If you require accommodation during the application process, please visit the disability accommodations page.