Systems Admin Specialist

Johnson Controls is a growth company. And not just because we've posted increased sales for over 58 consecutive years. We also do all we can to give people the chance to grow. Our employees enjoy working at a place that offers great advancement opportunities, training, benefits and more. You'll be challenged to innovate, encouraged to apply your knowledge and well-rewarded for results.A Fortune 100 company, Johnson Controls is a global leader offering solutions in automotive systems and facility management and controls. We've been consistently recognized as one of the world's 100 best-managed companies. Our family includes more than 118,000 employees on six continents. Their health and safety is paramount to our success. We value teamwork, integrity and diversity. And we welcome anyone who shares our commitment to excellence.EOE/AA Employer



Under general supervision, supports key administrative processes at the branch level for Systems, Service and sales teams. Researches and obtains information for routine and moderately complex reports, tasks and assignments. Expedites and completes the delivery of project or sales related administrative tasks to ensure customer expectations as well as internal project financial commitments are met.



PRINCIPAL DUTIES:

Using JCI tools and standards, processes subcontracts (EPA & Std), subcontractor invoices. Organizes and maintains all subcontractor documentation (certificate of insurance, bonding, etc.).

Coordinates JCI invoice processes, subcontractor requirements (such as, certificates of insurance, bonding, lien waivers, etc.) and materials to meet revenue plan.

Generates subcontracts, safety documents and may release payments to subcontractors or associated invoices with A/R invoices, through pay when paid (PWP) process, under guidance from the project owner.

In conjunction with the Branch / Region, identifies and sets up Electronic Procurement Agreements (EPA) for subcontractors or approved vendors.

Assists the project owner in completing simple project billing schedules in the appropriate format within specified timeframes.

Assists the project owner and Shared Services Center Collections in contacting and collecting overdue payments from clients as necessary.

Sets up project files, types meeting minutes, completes daily, weekly or monthly project related reporting forms, files, faxes or copies project documents.

Completes requests for information, transmittal letters, customer warm-up letters, project organizational charts, certified payroll, owner directed insurance, etc.

Coordinates internal / external project or client related meetings.

Manages incoming / outgoing project related mail, contract documents, submittals and design documents as necessary.

Assists the project owner in updating and scheduling JCI labor, material and subcontract labor within the project Installation Information System (IIS) for the purpose of projecting planned project costs.

Researches and reconciles contract mischarges. Performs project cost transfers (CTS) as required for the project owner.

Assists the project owner in managing the Contract Closeout process to ensure the timely closure of projects. Coordinates the Installation Transfer, Warranty letter and Customer Contact / Survey process as required.

Assists Branch / Sales Managers with data entry and maintaining the integrity of the local SMIS database including forecast reports, opportunity reports, opportunity re-assignments, maintenance, etc. Administers the Contract Lead Management (CLM) process by distributing leads to the appropriate salespeople.

Assists sales with the securing and booking process on the by: uploading SMIS & Presto files, booking details, following up on locking and approval status to insure timely booking, securing contract documents with approved T & C's, securing required signatures, and distributing and following up on documents for Pre-entered & Letters of Intent.

Assists Sales and the project owner in completing Change Order Proposals and booking the related Change Orders within CBS, including updating SMIS as required.

Assists in the preparation of: customer proposals, PowerPoint presentations, letters, spreadsheets, issuance of Bid Bonds, Certificates of Insurance, Payment / Performance Bonds, Pre Qualification Questionnaires and order legal paperwork and forms to aid in finalization of contract award.

Assists the sales department with research. Provides word processing support as needed. Coordinates meetings, trade shows, events, etc. for sales teams. Maintains local Bid list. Assists in ordering or copying blueprints.
REQUIREMENTS


High school diploma plus a minimum of 3 years related work experience, preferably within the contracting/sales, construction or technical work environment; Associates degree preferred.

Must have proficient computer skills within the following applications: Advanced Microsoft Word, Excel, Access, Desktop Publishing and Internet business application usage.

Must demonstrate the ability to perform work independently and possess solid organizational skills and attention to detail.

Strong interpersonal skills to effectively communicate with both internal and external clients.

Ability to 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.

Experience with basic project accounting or costing principals is desired.

Ability to multi-task and handle fast paced, high pressure situations.