Role Overview
The Controls Administrative Assistant will work directly within the Axxon group to support the Head of Controls and Project Manager on a mix of technical, administrative, and field-adjacent tasks. This is a hands-on role that provides exposure to real building automation systems, BMS software, HVAC operations, and AI-powered controls technology. The ideal candidate is organized, curious about building systems and software, and eager to learn in a fast-paced, field-driven environment.
Responsibilities
Administrative & Operations Support
● Assist the Head of Automation with administrative Controls tasks, including document management, scheduling, and internal communications.
● Support the Project Manager with administrative project tasks, including tracking project milestones, coordinating field visits, and maintaining job records in BuildOps.
● Meeting notes & follow-ups: Document Controls team standups, client calls, and engineering reviews; distribute action items and maintain meeting logs.
● Vendor & subcontractor coordination: Manage contact lists and scheduling with hardware vendors (e.g., iSMA CONTROLLI, Strato); assist with vendor onboarding documentation.
● Purchase order tracking: Support the PM with PO creation, tracking, and reconciliation in BuildOps.
● Billing & invoicing support: Coordinate with the Accounting team on Controls project invoices; track payment status and flag discrepancies.
● Rebate compliance documentation support: Assist with gathering documentation for rebate process. Some field visits will be required.
● CSR coordination: Serve as a liaison between the Controls team and the Customer Service Rep on alarm escalations, field dispatch scheduling, and client follow-up communications.
Axxon Alarm Monitoring
● Review the Axxon Critical Alarm dashboard daily (within a 24-hour review window), flagging unresolved alarms and documenting alarm trends.
● Escalate anomalies and chronic fault patterns to the Controls team and log findings in the alarm tracking log.
● Assist in compiling weekly alarm summary reports for the Director of Automation and senior leadership.
Special Projects
In addition to recurring responsibilities, the Controls Administrative Assistant will be assigned special projects that contribute directly to the Controls division's operations and product development efforts. Current project opportunities include:
● Axxon Wiring Diagram Templates (Visio): Create standardized wiring diagram templates for Axxon edge controller installations using Microsoft Visio, following Dual Fuel's hardware specifications and panel layouts.
● Controls Inventory (Shop): Assist with organizing and cataloging the controls inventory area at the Dual Fuel shop. Document existing hardware stock and assist with creating an inventory tracking system.
● Customer Site Visits: Accompany field technicians and the Controls team on customer site visits to observe real-world BMS installations, commissioning activities, and alarm diagnostics firsthand.
● Controls Inventory Management: Support the ongoing effort to maintain accurate records of installed hardware, spare parts, and materials for the Controls division.
● Wireless Sensor Programming: Assist the Controls Engineering team with programming and registering LoRaWAN wireless sensors (temperature, humidity, CO₂) across the Axxon fleet — includes device configuration in the Axxon portal and field verification at sites.
● Rebate Programs Administration (Con Ed MFEEP/AMEEP): Support the team in tracking and administering Con Edison energy efficiency rebate applications for Axxon upgrades — including document preparation, equipment specification submissions, and follow-up with utility representatives.
Qualifications
Required
● Currently enrolled in or recently graduated from a program in Mechanical Engineering, Electrical Engineering, Building Science, Computer Science, or a related technical field
● Strong organizational skills and attention to detail
● Proficient in Microsoft Office Suite (Word, Excel, Outlook, Visio)
● Ability to work both independently and collaboratively in a team environment
● Reliable, punctual, and professional demeanor
● Strong written and verbal communication skills
Preferred
● Familiarity with building automation systems (BMS), HVAC, or IoT technology
● Experience with project management or field service platforms (BuildOps, Asana, Procore, or similar)
● Working knowledge of BACnet, Modbus, LoRaWAN, or Haystack/SkySpark concepts
● Experience using Slack or similar team communication platforms
● Prior internship or work experience in a construction, MEP, or real estate operations environment
● Interest in energy efficiency, building decarbonization, or smart building technology
Physical Requirements
This role includes occasional field visits to active job sites and mechanical equipment rooms. Candidates should be able to:
● Navigate mechanical rooms, rooftops, and construction sites safely
● Climb stairs and ladders as required for site visits
● Carry light materials or equipment (up to 25 lbs) on occasion
● Work in indoor and outdoor environments across the NYC metro area
About Dual Fuel Company LLC
Dual Fuel Company LLC is a $50M+ integrated Mechanical, Electrical, and Plumbing (MEP) contractor headquartered in Mount Vernon, NY. Through our proprietary Axxon platform, we design, install, and remotely monitor building automation systems across hundreds of NYC multifamily and commercial properties. Our Controls & Automation division sits at the intersection of HVAC engineering, IoT hardware, and software — and we are growing fast.
Pay: $66,300.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
