The Operations Data Administrator is responsible for the accuracy of Pristine's operational record. Every hour worked, every piece of equipment used, and every material applied in the field has to arrive in our systems in a form that can be costed against a job, a site, a division and a branch. This role makes sure that happens, every day, across all divisions and every branch.

The work is part audit and part administration. The person in this role lives in Viaesys, reviewing timesheets and job data as it comes in, finding the gaps, and chasing them down with supervisors and crews until the record is complete and correct. They also maintain the master data in Airtable that our reporting depends on, and they own the standard operating procedures that keep the whole system running the same way every time.

This is not a data entry position. It is a position for someone who is comfortable telling a supervisor their crew's time does not add up, and who will keep asking until it does.

Key Responsibilities

Timesheet and labour auditing

- Review daily clock-in and clock-out records in Viaesys across all divisions and branches, on a daily cadence during active seasons.
- Identify and resolve unassigned time, missing punches, overlapping entries, and time logged against a job the employee was not scheduled to.
- Reconcile recorded hours against route schedules, work orders and dispatch records before the pay period closes.
- Confirm that every labour hour is assignable to a costable job or an identified overhead bucket. No hour should be left unallocated at period end.
- Prepare a clean, reviewed labour file for payroll each period, with a written exception list covering anything unresolved.
- Work directly with branch supervisors and crew leads to correct at the source rather than patching records after the fact.

Job and work order data integrity

- Audit work order close-out across all divisions. Verify that materials, equipment hours, photos and site notes are captured before a job is marked complete.
- Check that jobs are coded to the correct site, division, branch, contract and service so that costs land in the right place.
- Track and follow up on work orders that sit open past their expected close date.
- Review event and service records through the winter season, including salt usage, route completion and event timing, on the compressed turnaround that winter operations demand.




- Maintain the audit trail so that any number in a job costing report can be traced back to the field record behind it.

Job costing support

- Produce the periodic operational cost inputs that finance and management rely on: labour hours, equipment, hours and material usage by job, site, division and branch.
- Reconcile Viaesys operational data against the master data in Airtable, using the established site and staff identifiers, and resolve breaks in that mapping.
- Flag jobs and sites where recorded cost is materially out of line with the estimate or the contract, and escalate with supporting detail.
- Support the buildout of branch and division level profit and loss reporting by keeping the underlying dimensions clean and consistently applied.

Master data maintenance

- Maintain records in Airtable for sites, staff, vehicles, routes, divisions, branches, clients and contracts.
- Apply naming conventions and field standards consistently. Enforce them when other users do not.
- Manage the addition of new sites and the retirement of old ones across both Airtable and Viaesys, keeping the two systems aligned.
- Maintain access groups, service assignments and role configurations in Viaesys as staff and equipment change.
- Run the established sync and reconciliation scripts on schedule, review their output, and action what they surface.

SOPs and process ownership

- Take handover of the standard operating procedures developed by ConSalt, run them as written, and become the internal owner of each one.
- Keep the SOP library current as systems, contracts and processes change. A procedure that no longer matches reality gets updated, not ignored.
- Document new procedures as gaps are identified, in the established format and voice.
- Train office and field staff on the procedures that affect their work, and act as the first point of contact when someone is unsure how a process runs.

Systems transition

- Participate in the rollout of the Pristine Portal as it replaces existing Airtable functionality, including testing, feedback and validation against known data.




- Migrate processes and documentation onto the portal as modules go live, without losing continuity in the daily audit work.
- Bring recurring data problems and workflow friction back to ConSalt and management as system requirements rather than absorbing them as manual workarounds.

Reporting

- Deliver a weekly data quality summary to operations management covering what was corrected, what is outstanding, and where the recurring problems sit.
- Deliver a period end job costing data package that finance can work from without rework.
- Report on trends in data quality by branch and by supervisor so that coaching can be directed where it is needed.

Working Conditions

- Primarily office based, full time, Monday through Friday.
- Winter operations run on a different clock. Through the snow season, event data has to be reviewed on a compressed turnaround, which can mean early starts and adjusted hours following overnight events.
- Regular contact with branch supervisors, crew leads and office staff by phone and in person.
- Periodic travel to other branches and to sites to understand the work behind the data.

Skills and Qualifications

- Two or more years in an operations administration, dispatch, payroll administration or job costing support role.
- Experience in construction, landscaping, snow and ice management or another field service industry is a strong asset.
- Demonstrated comfort working in a field service management platform. Direct Viaesys experience is an asset but is not required.
- Strong spreadsheet skills, including lookups, pivots and reconciliation of two data sets against each other.
- Working familiarity with relational or database style tools. Airtable experience is an asset.
- Understanding of job costing principles, specifically how labour, equipment and material costs attach to a job and flow into margin.
- Explicit written communication, sufficient to author and maintain procedures that other staff will follow without help.
- The confidence to question a record, escalate a discrepancy, and hold a follow up open until it is closed. This is the core of the role.
- Organized and self directed, able to take a loosely defined problem and produce a reviewed, usable result.
- Valid driver's licence and the ability to travel between branches as required.

Pay: $50,000.00-$60,000.00 per year

Work Location: Hybrid remote in Ajax, ON L1S 6M6

📌 Operations Data Administrator (Ajax)
🏢 Pristine Property Maintenance
📍 Ajax