Depot & Operations Management

Depot Responsibilities

- Open the main gate and buildings in the morning and lock up at the end of the day.

- Open the Vehicle & Trailer Key Cupboard at 7:25 a.m.

- Maintain an orderly and organized Depot.

- Ensure all green spaces, including trees, beds, lawns, and hardscape, look good at all times.

- Keep all buildings organized and clean.

- Keep the Compost Facility organized and accessible; arrange to turn or consolidate the pile as needed.

- Oversee soil manufacturing.

- Keep Landscape Supplies organized and accessible; keep bins topped up with materials and covered with tarps.

- Maintain nursery beds and pots, including the greenhouse and water garden; ensure they are weeded, organized, fertilized, and mulched.

- Plant sourcing, purchasing, pickup, and delivery to the nursery or job sites.

- Liaise with Saanich Fire Department regarding annual inspection and coordinate with other municipal inspectors as required.

- Arrange annual fire extinguisher inspection.

- Ensure recycling and garbage bins are emptied regularly.

- Ensure bottles and other returnable items are taken to the nearest Recycling Depot.

- Arrange for large cardboard/paper and garbage bins to be emptied regularly and ensure dumpster contents are compressed.

- Ensure the parking lot is clearly marked, smooth, and level.

- Keep the main access driveway clean and safe.

- Sweep the driveway and Depot with a magnet regularly.

- Maintain daily fuel use records and order fuel.

- Coordinate refueling of Tidy Tanks as needed.

- Refill gas cans as per SOP and as needed.

- Source mix oil and fuel stabilizer.

- Replace Tidy Tank filters annually.

- Charge Tidy Tank pump battery as needed.

- Consolidate oils, grease, grease fittings, grease guns, 2-stroke mix oil, and parts in appropriate, properly labelled areas and bins.

- Check water meters monthly, update the spreadsheet, and submit information as required.

- Check septic tanks yearly, report any issues, and notify relevant personnel.

- File Annual Pesticide Use Records in January.

- Renew IPM license as needed and maintain IPM files and certified applicator records.

- Liaise with Orkin Canada.

Personnel / HR Responsibilities

- Ensure crews are loaded up the day before wherever possible and assist where needed.

- Ensure crews leave the yard as soon after 7:30 a.m. as possible.

- Organize food, setup, entertainment, and cleanup for BBQ/Pizza Events and Team Meetings.

- Ensure training on the proper use and care of machines, equipment, and hand tools is completed and documented.

- Ensure staff compliance with uniforms.

- Assist with crew onboarding, including Health & Safety orientations and Equipment and Trucking assessments as directed.

- Submit evaluation reports to the Office on the same day as the Orientation.

- Ensure new staff are aware of company expectations and policies.

- Assist with performance reviews and evaluations.

- Notify Management of unacceptable behaviour, potential equipment or property abuse, company policy violations, or unbecoming behaviour.

- Assist with crew departures as requested.

- Liaise with the appropriate team member to update the Crew Certification spreadsheet.





- Respond to incidents and file reports on the day of the incident.

Health & Safety Responsibilities

- Ensure all crews complete the required vehicle inspection before departing the Depot each day.

- Maintain the Vehicle Log, including departure times, drivers, passengers, vehicles, trailers, and keys.

- Ensure all keys are signed back in at the end of the day.

- Scan and submit the Vehicle Log to the Office as soon as crews have departed.

- Ensure WCB compliance and commercial safety regulations are followed.

- Ensure injury reports and related documentation are provided to the Office.

- Host regular Health & Safety meetings with actionable items defined.

- Ensure staff sign off at each Health & Safety meeting.

- Record topics covered and post materials on the safety board as needed.

- Keep the safety board current.

- Maintain Vehicle Binders and First Aid Kits.

Fleet Management

- Ensure crew vehicles are refueled when tanks drop to ¼ full.

- Ensure crews check tire pressure, oil, and other vehicle requirements.

- Monitor and manage the general appearance and operational readiness of the fleet.

- Ensure vehicles and trailers are kept clean inside and out.

- Manage insurance purchases and renewals as directed.

- Complete basic fleet repairs.

- Schedule fleet service, repairs, and upgrades in consultation with Management.

- Ensure compliance with regulations, testing, and certifications.

- Manage CVIs with the Inspection Facility.

- Monitor fleet inventory and ensure damage is reported and addressed promptly.

- Ensure company logos and related items are kept current and in good condition.

- Manage fleet, equipment, and assets, including repairs, servicing, damage reporting, and regulatory compliance.

Marketing & Advertising

- Maximize the use of signs and ensure crews have signs available at all times.

- Keep required forms up to date.

- Maintain and develop relationships with clients, vendors, developers, property managers, and others.

- Assist with sales and promotion whenever possible.

- Review Yellowsheets, newspapers, and periodicals to identify opportunities.

- Assist with annual or periodic trade shows, including setup and booth coverage.

- Track competitor pricing.

- Negotiate better pricing and discounts with vendors.

Materials, Equipment & Small Tools

- Provide crew support while ensuring crews remain properly organized and prepared.

- Ensure all tools and equipment are in good working order.

- Complete basic repairs in-house as needed and arrange vendor pickup and delivery where possible.

- Maintain accurate inventory control and ensure existing inventory is used appropriately.

- Conduct regular physical inventory and reconcile inventory with book records.

- Complete monthly inventory checks and quarterly reports.





- Manage equipment inventory and schedule regular inventory counts.

- Prepare inventory sheets for crews as needed.

- Submit inventory information as required and ensure equipment inventory spreadsheets are updated.

- Manage inventory of Landscape Supplies, Carpentry Supplies, Lumber, Pesticides, Fertilizers, and Consumables.

- Keep associated inventory spreadsheets up to date.

- Purchase replacement tools and equipment only after approval and with the required PO.

- Restock consumables only after approval and with the required PO.

- Code and inventory all new purchases.

- Ensure backup equipment is available and in protected running order.

- Maintain tool, equipment, and asset inventories and label locations for all items.

- Identify and mark equipment with the appropriate colour depending on the trailer.

- Replace and/or sharpen mower blades weekly and maintain a record.

- Service all mowers at the end of the season, including mowers delivered to the Depot for servicing.

Operations Assistance

- Assist with Emergency POs only as directed.

- Provide trucking support where necessary, including equipment delivery and pickup.

- Assist on jobs as requested.

- Assist with client liaison when requested.

- Assist with quality control, training, neighbour management, and municipal liaison when necessary.

- Monitor site efficiencies and safety considerations.

- Research, source, and order materials and equipment when requested.

General Responsibilities

- Complete and submit personal timesheets daily, both scanned and hard copy.

- Ensure crew timesheets accurately reflect start, break, and end times and are completed and submitted on time.

- Ensure all associated documentation is completed and submitted.

- Review, complete, and return Depot Reports daily.

- Submit Depot Reports by scan and hard copy.

- Ensure PO Requests are submitted on time by all required personnel.

- Collect the new Weekly Schedule from the Office on Thursday.

- After crews leave on Friday morning, remove the current week's schedule and post the following week's schedule.

- Negotiate vendor discounts and special pricing and ensure vendor compliance.

- Clean and/or sanitize individual tools and PPE issued to crew members when requested by the Admin Team.

- Assist with special projects and requests as necessary.

- Attend scheduled meetings involving staff and Management.

- Maintain the Refreshment Centre in the Crew Shed.

- During winter months, ensure coffee is ready for crew members upon their return to the Depot and that the kettle is filled for those opting for Hot Chocolate.

- During summer months, ensure fresh jugs of cold water are available in the Crew Shed fridge.

- Ensure the Crew Shed washroom and sink area have sufficient paper towel, toilet paper, and soap; restock as needed.

- Before the annual December closure, ensure all vehicles and equipment have been appropriately winterized.

- Cover all Crew Shed windows with cardboard on the inside for security purposes.

- Collect and distribute paperwork from the Office to crews as requested.

- Pick up office and janitorial supplies when requested by the Admin Team.

📌 Depot/Operations Manager (Saanich)
🏢 Synectics
📍 Saanich