Administrative Operations Lead

Administrative Operations Lead

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

What We're Looking For

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

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's 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