Associate System Administrator

Department: IT Infrastructure

Reports to: System Administrator

Employment type: Full-time, permanent

About Octacom

Octacom is an enterprise software and services company focused on document and data management solutions. Founded in 1976 and headquartered in Richmond Hill, Ontario, Octacom specializes in document management and workflow automation software as well as document imaging and data capture services and leverages its proprietary OdissTM Document Management Software to provide a robust, secure and cost-effective solution to clients globally, powering enterprises across a wide range of industries. Octacom’s core solutions focus on large scale digitization and financial process automation, enabling large enterprise clients to streamline and optimize their finance and back-office processes. We are passionate about delivering holistic solutions that seamlessly integrate with our client’s systems and utilize modern technology.

Role Overview

Octacom is looking for an Associate Systems Administrator to work alongside our Systems Administrator in running and improving the infrastructure behind our document processing platform and operating across five sites.

Most of the role is infrastructure: Windows as well as Linux servers, Proxmox virtualization, identity, networking, and cloud access. The rest, typically 10–20%, is hands-on support for staff. Scheduled maintenance and patching happen after hours, so expect regular evening and weekend work. There's a clear path to grow into a senior infrastructure role.

Responsibilities

Infrastructure & virtualization

• Maintain, patch, and upgrade our on-premise Windows Server environment

• Administer Proxmox VE clusters: VM provisioning, storage, snapshots, backups, and replication

• Plan and run after-hours maintenance and patch windows across all four sites, including pre-checks, rollback plans, and post-change validation

• Monitor capacity, backup success, and replication health, and take part in DR testing

Identity & Microsoft environment

• Administer Active Directory, Group Policy, DNS and DHCP

• Manage Entra ID and Microsoft 365: user lifecycle, licensing, conditional access, Exchange Online

• Run onboarding and off-boarding, and keep access aligned with least privilege

Cloud IAM (AWS & GCP)

• Provision and review IAM users, roles, groups, and service accounts

• Support periodic access reviews and keep IAM documentation current

Network & security

• Maintain firewall rules, VPNs, switching, and Wi-Fi across four locations

• Apply security patches and help resolve vulnerability findings

• Support audit and compliance requests, since our clients are in regulated industries

Compliance & SOC 2 audit support

• Operate infrastructure and IT processes in line with Octacom's SOC 2 controls

• Carry out recurring control activities: user access reviews, joiner/mover/leaver checks, patch compliance, backup and restore testing

• Collect, organize, and maintain audit evidence (screenshots, system exports, change and ticket records) throughout the audit period

• Respond to auditor evidence requests and walkthroughs alongside the Systems Administrator

• Track control exceptions and remediation items to closure

• Keep policies, procedures, and asset and system inventories current to match how systems actually run

Tools & end-user support

• Administer Atlassian Jira and Confluence: projects, permissions, workflows, user management

• Provide tier 2 desktop and laptop support, about 10–20% of the role depending on current activity

• Handle escalations and on-site visits to our GTA offices as needed

Operations

• Keep runbooks, network diagrams, and asset inventory current

Working conditions

• Regular after-hours work for scheduled maintenance and patching, typically evenings and weekends

• Occasional after-hours response to incidents

• Travel between four GTA offices, so a valid driver's license and a vehicle are required

Qualifications

• 2–4 years in systems administration or a senior support role with real server exposure

• Hands-on Windows Server administration (2016/2019/2022), including patching with WSUS or an equivalent tool

• Hands-on Active Directory experience

• Working knowledge of Microsoft 365 and Entra ID administration

• Experience with Proxmox VE, or with KVM or Hyper-V plus a willingness to learn Proxmox quickly

• Solid networking fundamentals: TCP/IP, VLANs, DNS, VPN, firewall concepts

• A valid driver's license and access to a vehicle

Nice-to-have

• AWS or GCP IAM experience

• VMware vSphere experience

• Linux basics, which help a lot when working with Proxmox hosts

• Sophos firewall experience

• Jira and Confluence administration

• PowerShell or Bash scripting

• Certifications such as MS-102, AZ-104, CCNA, or AWS SysOps

Compensation

$65,000-$75,000

The compensation range listed reflects the expected compensation for the role. Actual compensation will be determined based on individual skills and experience.

If you don’t meet every requirement listed above, we still encourage you to apply. We’re interested in the diverse experience, potential, and perspective you can bring to the team.

Octacom, a division of DCM, is committed to equal employment opportunity, employs and does not discriminate against all qualified persons without regard to race, colour, religion, national origin, sex, age, disability, or any other classification protected by applicable federal and provincial laws. Should you require any accommodation throughout the recruitment and selection process, please get in touch with us through the form at the bottom of the page (https://www.datacm.com/about-us/lifedcm/), so that we can ensure your equal participation.