Administrative Operations Lead

Administrative Operations Lead – HVAC Residential Replacement Division About The Role Bayonet Inc. is looking for a sharp, organized Administrative Operations Lead to support the financial and operational administration of our HVAC residential replacement division. This is a hands‑on admin role for someone who is equally comfortable in spreadsheets and job management software as they are handling day‑to‑day coordination tasks. The core of this role is financial tracking and administrative support: making sure every job has accurate cost data entered, budgets are monitored, variances are flagged, and the team has the information it needs to stay on target. You won’t be setting strategy — you’ll be the person who makes sure the data is clean, the numbers are tracked, and nothing falls through the cracks. This is a great fit for someone with a strong admin background who understands (or is eager to learn) job costing, and who takes pride in being the most organized person in the room. Key Responsibilities Financial Tracking & Job Costing Administration Enter, maintain, and audit job‑level cost data in field service management software for every residential replacement job — including labor hours, material costs, and subcontractor charges. Track actual vs. budgeted costs per job and flag variances in labor, materials, and gross profit to the appropriate manager in a timely manner. Pull and distribute regular reports on job profitability, cost overruns, and gross profit margin by job, technician, and job type. Assist in reconciling job costs against invoices, purchase orders, and technician time entries to ensure accuracy. Maintain organized records of all job financials, vendor invoices, and material purchases for review and audit purposes. Support the review of completed jobs to confirm all billable costs are captured and properly categorized before closing. Administrative Support & Coordination Serve as the administrative point of contact for day‑to‑day operational questions related to job status, scheduling, and documentation. Coordinate with dispatchers, install teams, and office staff to ensure job records are complete and up to date in the system. Process purchase orders, material requests, and vendor communications, ensuring proper approvals and documentation. Assist with onboarding administrative paperwork, tracking employee certifications, and maintaining operational records. Prepare weekly and monthly summaries of operational and financial data for management review. Manage filing systems (digital and physical) for job files, warranties, permits, and compliance documents. Scheduling & Dispatch Support Assist the dispatch team with scheduling coordination, job assignment documentation, and calendar management. Track job completion timelines and communicate delays or scheduling changes to the appropriate parties. Monitor open jobs and ensure all required information (signed agreements, permits, equipment orders) is in place before scheduled install dates. Customer & Vendor Communication Handle inbound customer inquiries related to job status, scheduling confirmations, and follow‑up documentation. Communicate professionally with vendors and suppliers to confirm orders, track deliveries, and resolve discrepancies. Assist with customer satisfaction follow‑up and ensure feedback is logged and routed appropriately. General Responsibilities Perform other duties as assigned to support the operational and administrative needs of the residential replacement division. Specific Qualifications Required 2+ years of administrative, operations coordination, or office management experience — ideally in a service, construction, or trades environment. Strong attention to detail and a track record of maintaining accurate records and data entry. Comfortable working with numbers: reading reports, tracking costs, and flagging discrepancies does not intimidate you. Proficiency in Microsoft Office or Google Workspace (especially Excel/Sheets for data tracking and reporting). Experience with field service software, job management platforms, or CRM tools (or willingness to learn quickly). Strong organizational skills with the ability to manage multiple priorities and deadlines without dropping the ball. Clear, professional written and verbal communication skills. Preferred Familiarity with job costing concepts: labor cost, material cost, gross profit margin, and budget variance. Experience with ServiceTitan. Background supporting operations in HVAC, plumbing, electrical, or similar residential services. Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field — or equivalent work experience. Physical Requirements & Work Environment Primarily an on‑site office‑based role with frequent use of computers, phones, and standard office equipment. Must be able to remain seated for extended periods while working on reports, scheduling, and administrative tasks. Ability to occasionally stand, walk, bend, reach, and lift office materials or files up to 15‑20 pounds. May occasionally enter warehouse, job site, or operational areas to coordinate documentation, materials, or team communication. Must be able to work in a fast‑paced environment with frequent interruptions and shifting priorities. Requires strong visual attention to detail for reviewing reports, invoices, schedules, and data entry accuracy. You’ll Thrive in This Role If You... Are the type of person who notices when something is off in a report and can’t let it go until it is resolved. Take ownership of your work area and keep your records, files, and systems tighter than anyone else on the team. Communicate proactively — you flag problems early rather than waiting to be asked. Are comfortable asking questions, learning new software, and adapting when processes change. Want a role where your organizational skills and attention to financial detail have a direct impact on business results. Compensation & Benefits Competitive hourly rate or salary commensurate with experience. Comprehensive medical, dental, and vision insurance. 401(k) with company match. Paid time off and paid holidays. Stable, full‑time schedule — Monday through Friday, on‑site. Supportive team environment with opportunities to grow within the company. EEO Statement

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NOTE TO ALL AGENCIES: Any unsolicited agency resumes or agency represented candidates that are presented to any IES employee without first having a signed contract between that agency and the IES Talent Acquisition organization will become the property of IES and no fees will be paid. EEO & Affymative Action The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated. IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans. IES develops affirmative action programs to support its commitment to equal employment opportunity, consistent with company policy and the company’s obligations as a contractor to the United States government. Disability Accommodation IES is an Equal Opportunity/​Affirmative Action Employer. IES provides reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974 and Title I of the Americans with Disabilities Act of 1990. Applicants who need accommodation in the job application process should contact the IES corporate office at View phone number on click.appcast.io or any IES office to request assistance. IES Participates in E-Verify IES participates in the E-Verify program. Right to Work Right to Work / Ley de Derecho al Trabajo. English / Español. #J-18808-Ljbffr IES Residential