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

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

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'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

IES is a national provider of industrial products and infrastructure services to a variety of end markets, including electrical, mechanical and communications contracting solutions for the commercial, industrial, residential and renewable energy markets. IES is publicly traded on NASDAQ under the symbol IESC. As of the end of IES’s 2025 fiscal year ending September 30, 2025, IES produced over $3.3 billion in revenue and employed over 10,200 employees at over 174 domestic locations across the United States.

Our commitment to our employees is reflected by our actions:

• Safety is Priority One – and our record shows it
• Competitive Pay
• Company 401K plan with Employer Contribution Match
• Company Paid Time Off
• Company Paid Life Insurance
• Choice of Medical Coverage including Prescription and Short Term Disability Plans
• Choice of Dental and Vision Coverage
• Optional Long-term Disability, Critical Illness, Accident, Legal and Pet Coverage
• Auto and Home Insurance Discount Programs