Operations and Stystems Administrator

Operations & Systems Administrator | Full-Time Richmond Hill, ON | In-Office Start Date: February, 2025 Boots Landscaping and Maintenance Ltd. is hiring a full-time Operations & Systems Administrator to support our operational systems, job tracking, scheduling, reporting, and office communications. This role is ideal for someone who enjoys organized, systems-driven work, takes pride in accuracy, and likes being the behind-the-scenes force that keeps operations running smoothly. A 6-week structured onboarding and cross-training period is built in to set you up for long-term success. ________________________________________ About the Role: As our Operations & Systems Administrator, you will play a key role in maintaining accurate operational data, supporting scheduling and job tracking, reviewing timesheets, and ensuring work is ready for invoicing. You will also assist with answering phones and managing shared email inboxes to support daily office operations. This position suits someone who is detail-oriented, methodical, and comfortable working with software systems and spreadsheets in a professional office environment. ________________________________________ Key Responsibilities: Operations & Systems: • Administer LMN software (job setup, renewals, seasonal updates); • Enter new jobs accurately, including scope, pricing, and schedules; • Track job completion and prepare work for invoicing; and • Maintain recurring task and service updates across maintenance contracts. Timesheets & Reporting: • Review and verify crew timesheets daily; • Identify and correct errors; follow up with team members as needed; • Cross-check timesheets against scheduled work; • Maintain labor tracking spreadsheets and calculate estimated vs. actual hours; and • Prepare labor, job costing, and operational reports. Scheduling & Coordination: • Support scheduling of approved jobs; • Maintain plant order lists and job details; and • Communicate job status updates internally. GPS & Seasonal Operations: • Administer Viaesys (GPS tracking, geofencing, reporting); • Pull operational and seasonal reports; and • Support winter operations reporting and audits. Office Communication: • Answer incoming phone calls professionally; • Monitor and respond to shared email inboxes; • Route inquiries to appropriate team members; and • Maintain clear and timely internal communication. Onboarding & Support: • 6-week structured onboarding and cross-training; • SOPs and documentation provided; • Gradual transition into full responsibility; and • Regular check-ins with leadership. ________________________________________ Why Join Boots Landscaping? • Established company serving the GTA since 1981 • Values-driven, professional team culture • Clear systems and expectations • Opportunity to make a meaningful operational impact • Supportive leadership and thoughtful onboarding ________________________________________ If you enjoy systems, structure, and operational excellence, we’d love to hear from you.