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Job Description
- Coordinate a team of administrators that provides general administrative support to the field operational team.
- Build centralized administrative function within area / branch.
- Ensure that all administrative tasks & data entry as assigned by area / branch are execute in a timely and accurate manner.
- Maintain accuracy of Johnson Controls operational systems / tools.
- Ensure admin support teams are trained and updated on Johnson Controls tools & processes and ensure that all relevant data in entered in a timely and accurate manner. Champion continuous improvement culture in work execution.
- execute all administrative tasks related to set up, compliance with and renewal of contracts in a timely and accurate manner.
- Analyze contract performance, maintains customer contact and pushes renewal process with Field Sales teams.
- Prepare all relevant documentation for new contract set ups and initiates credit check if required.
- Ensures that all contracts and related delivery plans are entered into Johnson Controls systems & tools.
- Liaise with Shared Service Center to ensure that customer is duly set up in Johnson Controls systems & tools.
- Check on compliance labor time sheets of the front-line delivery team & material cost against contractual terms & conditions and provides regular reports to field operations management.
- Pro-actively initiate contract renewal process with the customer, including primary scope review.
- Transfer any potential renewal risk to field operations team.
- Coordinate with the Field Ops Team Leaders on planning and scheduling of front-line delivery teams. Plans yearly, monthly and weekly execution of contracts and schedules to align skills appropriately to the needs of the contract in order to ensure maximum efficiency in execution.
- Plan & schedule holidays, back-ups, training of all technicians. Works with field operations team to identify cross team training and development needs.
- Place orders for materials, parts, tools and subcontractors. Selects the most cost-efficient logistic solution and supplier location in order to minimize cost on purchased parts. Ensures on time part delivery to job site.
- Collect daily feedback on execution (checklists, time sheets, expenses, reports) and ensures all relevant are entered into the Johnson Controls systems & tool. Provides regular consolidated reports to the Field Ops Team Leader.
- Ensure that all execution data (time sheets, expenses, delivery plans are entered into Johnson Controls systems & tools.
- Ensure all invoices are issued in a timely and accurate manner, based on actual labor & material. Use all tools & systems available to ensure that all relevant data have been validated, taken into account and billed to the customer. Issues regular billing reports.
- Enter and maintain in appropriate Johnson Controls systems & tools, all relevant data related to the invoicing & cash collection process, e.g. customer special billing requirements, etc.
- Handle all customer inquiries related to billed services and invoices and escalates any issues as appropriate.
- Supervise the unbilled / untransferred backlog in payments & directly supports trade working capital target.
- Send weekly reports for management with the secured, billing forecast and actual (MTD & YTD) including margins figures
- In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
Job Requirements
- Bachelor degree in Business, Finance or such relevant field.
- Proven track record of at least 10 years in leading an administrative support team within a multinational organization.
- Excellent leadership and management skills.
- Analytical, result driven and accurate.
- Strong knowledge in using ERP systems.
- Good knowledge of Johnson Controls operational systems, processes and tools is an asset
- Excellent knowledge in computer software & Microsoft programs specially the excel.
- Attention to detail.
- Strong communication & influencing skills.
