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Administrative Operations Lead

Bayonet Plumbing -
New Port Richey, FL

Quick Apply

Job Details

Full-time

Benefits

Paid holidays
Health insurance
Dental insurance
Paid time off
Vision insurance
401(k) matching

Qualifications

Customer communication
Customer inquiry handling
Quality data entry

Full Job Description

Administrative Operations Lead
HVAC Residential Replacement Division
Full-Time • On-Site • Non-Exempt

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

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

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