HVAC Operations & Maintenance Admininstrative Assistant - Johnson Controls : Job Details

Unleash your potential with the Johnson Controls team!

As a global leader in smart, healthy, and sustainable buildings, our mission is to reimagine the performance of buildings to serve people, places, and the planet. Join our winning team and pave the way for a bright future. With our extensive reach across various industries worldwide, our teams are uniquely positioned to support and empower you. You will have the opportunity to develop yourself through meaningful work projects and learning opportunities. We strive to provide our employees with an experience focused on supporting their physical, financial, and emotional wellbeing.

Join the Johnson Controls family and thrive in a culture that values your voice and ideas.

Your next incredible opportunity is just a few clicks away!

Here's what we have to offer:

• Competitive pay.
• Paid vacation, holidays, and sick time - 10 days of vacation for the first year (plus sick time).
• Comprehensive benefits package, including 401K, medical, dental, and vision care - available from day one.
• Extensive product and on-the-job/cross-training opportunities, supported by our outstanding internal resources.
• Encouraging and collaborative team environment.
• Dedication to safety through our Zero Harm policy.
• JCI Employee discount programs (The Loop by Perk Spot).

What you will do

The Operations & Maintenance Administrator, under direct supervision of the direct customer business manager, tracks and provides support for the HVAC Service team. Actively participates in accounts receivable, accounts payable and financial activities, such as contract scheduling, revenue recognition, billings, collections, and subcontract processing. Also provides administrative, day-to-day support in the operational areas of the business.

How you will do it:

This is not a remote position; the candidate will work out of the Beaumont office.

• Maintain and operate CMMS as directed by Supervisor; create workorders; create and maintain equipment history database; manage inventory tracking module, purchasing module, etc.
• Runs query reports, researches, and reconciles unaligned costs, such as labor hours, material purchases, expenses, and other operations related transactions. Performs cost transfers as necessary.

• Answers any customer/subcontractors' inquiries and resolves or escalates customer issues as appropriate.
• Prepare and submit monthly billings to Customers. Completes any additional documentation required for billing, i.e., special pay applications, lien waiver, certified payroll, etc.
• Works with accounts receivables contracts to assist with resolution of A/R disputes. Researches and determines appropriate actions and escalation for timely resolution of disputes. Includes necessary interaction with Customers to resolve receivable issues and confirm commitment to pay.
• Processes invoice credits and rebills, as necessary. Maintains billing and collection notes within appropriate systems.
• Supports the subcontract process including issuing subcontract documentation and Purchase Orders, ensuring all documentation has been provided and received per contract requirements.
• Manage accounts payable invoicing and reconciliation of accounts payable exceptions and subcontractor PO invoicing issues as necessary.
• Coordination and support to Sales Team to review and submit project bookings and all required booking documentation, facilitates the release of the project booking from MBC, addresses any booking holds, and returns signed contract documentation to Customers.
• Provide additional operations administration support, as required.

Required

• High School diploma or equivalent
• One to two years of related work experience, preferably within a service / sale, or technical work environment.
• Must have strong interpersonal skills to effectively communicate with both internal and external clients.
• Must have the 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.
• Must have proficient computer skills within the following applications: Microsoft Word, Excel, Outlook, and Internet business application usage.
• Must demonstrate the ability to perform work independently and demonstrate solid organizational and attention to detail skills.

Preferred

• Associate degree preferred.
• Experience and/or basic project accounting or costing principles is desired.
• Experience and knowledge in the Petrochemical Industry.