HVAC Operations & Maintenance Admin Assistant

Description

• Sort priorities and redirect incoming mail.
• Manage on-site routine filing system of training records, sub contract data, maintenance records, etc.
• Assist CSAs in resolution of warranty/SD warranty issues.
• Provide administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support for Human Resources.
• Perform other duties necessary to provide general administrative support to the O&M team.
• Coordinate requests for repairs and/or service to office equipment. Maintain supplies and requests for pagers.
• Updates the Service delivery plans as required by team.
• Operate office equipment including typewriter, computer, facsimile and copy machine.
• Research, resolves, or escalates accounts receivable disputes as outlined in the escalation process.
• Produce monthly utility tracking reports using software spreadsheet database.
• 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.
• Maintain and operate CMMS as directed by Supervisor; create workorders; create and maintain equipment history database; manage inventory tracking module, purchasing module, etc.
• Responsible for the scheduling, tracking, and monitoring of the touch point plans and the contract renewal life cycle process with the account owners.
• 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.
• Support inventory control process including updating equipment asset transactions.
• 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.
• Processes invoice credits and re-bills, as necessary.
• 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.
• Provide additional service administration support, as required.
• Provide telephone backup coverage, responding to interdepartmental inquiries that require brief and standard information. Follow established procedures for call routing and message taking.
• Proactively contacts customers ensure customer satisfaction and a commitment to pay.
• Proofread work for errors and make corrections as needed.

Requirements

• Ability to demonstrate exceptional customer service skills.
• Ability to prioritize work activities based upon financial impact to desired business goals.
• 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 type a minimum of 45 w.p.m. accurately.
• Ability to pay close attention to detail for typing, filing and proofing.
• Proficient computer skills within the following applications: Advanced Microsoft Word, Excel and Internet business application usage.
• High school diploma or equivalent education. Associate degree preferred.
• Ability to perform work independently and demonstrate solid organizational and attention to detail skills.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance