HVAC O&M Administrative Assistant at Johnson… · Richmond-…

Summary: Johnson Controls is a global leader in smart building technologies and solutions. They are seeking an HVAC O&M Administrative Assistant to provide administrative support for service operational areas, track planned service agreement renewals, and assist with accounts receivable activities. 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 Required Qualifications: - 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 Required Skills: Computerized Maintenance Management System (CMMS), Microsoft Word, Microsoft Excel, Typing Benefits: Competitive benefits package