1-3 years of experience
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Employment Type:
Full time
Job Category:
Office Assistant and Accounts Receivable Specialist
(This job is no longer available)
Johnson Controls Inc. | Norwood, MA
Grad Date

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Job Description

What you will do

Perform a variety of Job Cost and Billing activities in accordance with established policies and procedures to maximize revenue, margin, operating income (OI), and cash flow, and to facilitate compliance with Sarbanes Oxley and audit guidelines.

Perform general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing - Create and modify documents including correspondence, reports, drafts, memos and emails using Microsoft Office - Maintain electronic and hard copy filing system - Open, sort and distribute incoming correspondence - Perform data entry and scan documents - Coordinate meetings and conference calls as needed or anticipated - Record minutes at various meetings and archives them accordingly - Help prepare weekly reports and other departmental projects as needed - Schedule and coordinate meetings and appointments - Answer phones promptly and uses good judgment to prioritize the distribution of messages in a timely manner - Answer calls from customers regarding their inquiries - Prepare meeting materials and assists with the development of PowerPoint presentations - Responsible for keeping inventory of all office supplies and placing orders for replenishment if needed - Maintain Outlook calendar(s) in current and accurate status. - Assist in resolving any administrative problems

How you will do it

* Administer the Contract Order Entry (COE) Process - review and approve newly uploaded Job Cost projects. COE packages include project transmittal forms, Job Design Reports, customer contracts/purchase orders, Target Investment Program (TIP) and LINCS forms, billing formats and special billing forms.
* Change Order Review - review and approval of change orders to existing projects, including face price and cost at completion changes, and customer documentation supporting these adjustments.
* Facilitate monthly invoicing process, including SOV and Special Billings, retention billings, manual invoices, electronic invoicing and manual credits.
* Process cost transfer requests, requests for revenue/cost splits between districts, project reclassifications, and burden rate updates in Time Entry, Job Design, and Electronic Estimating Tool.
* Set up project-specific burden rates.
* Assist districts with P&L reconciliations/questions during day one of the close of each fiscal month.
* Coordinate district responses to monthly revenue testing and audit requests.
* Follow up and work with districts utilizing risk and opportunities reports distributed by the Job Cost Group to assist districts achieve Credit RVI (Revenue vs. Invoicing) targets, maintain project margin levels, and maximize operating income (OI).
* Facilitate CSV (Customer Service Verification) calls, NTO's (Notice to Owners) and COI's (Certificates of Insurance).

What we look for


* Strong attention to detail and excellent organizational skills required

* Must have the ability to multi-task in a fast paced and deadline driven environment

* Must be able to maintain professionalism and a positive service attitude at all times

* Excellent communication skills - written and verbal with our customers and internal departments

* Ability to prioritize projects and strong problem solving skills

* Ability to juggle multiple projects with superb accuracy

* Good research skills and attention to detail

* Strong sense of urgency and problem solving skills

* Must be able to work Monday to Friday, 8 a.m. to 5 p.m.

* Hands on administrative support experience

* Proficiency in MS Word, MS Excel and MS Outlook

* Knowledge of operating standard office equipment

* Previous experience in accounts receivable or payable a plus

* Previous experience with SimplexGrinnell a plus

* Knowledge of ACE and/or Oracle systems a plus

* 1+ year of Finance experience preferably including any or all of the following: A/R, A/P, contracts, Sarbanes Oxley or other compliance activities

Who we are

Johnson Controls is an equal employment opportunity and affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law. For more information, please view EEO is the Law. If you are an individual with a disability and you require an accommodation during the application process, please visit www.johnsoncontrols.com/tomorrowneedsyou.