Systems Administrator Manager

Systems Administrator Manager - Hevvy Pumps Latin America

Hevvy/Toyo Pumps is not your average pump company. As the last independent slurry pump manufacturer capable of offering truly custom-engineered solids handling solutions, we stand apart in a sea of conglomerates. Our equipment is trusted around the world for its unmatched quality, reliability, and cutting-edge design — built to endure and outperform. We don’t thrive off spare parts; we thrive on smart design, long-term value, and partnering directly with our customers as an extension of their operation.

As we continue to expand our footprint in Latin America, we're looking for a Systems Administrator Manager who shares our passion for precision, excellence, and customer-first thinking. In this pivotal role, you won’t just oversee operations -you’re the go-to problem solver, the connector between our LATAM team and Canadian head office, and the glue that keeps our systems and people aligned. Fluent in both English and Spanish, you’ll coordinate between the LATAM team and Canadian headquarters, maintaining control over orders, inventory, systems, and service delivery. You’ll bridge communication across countries, customers, distributors, and accountants. You’ll ensure orders move on time, inventory stays accurate, repairs stay on track, and our service never falters. If you're energized by operational excellence, know your way around ERP and CRM platforms, and thrive in spreadsheets — we want to meet you.

Key Responsibilities:
Cross-Functional Communication & Finance Support
- Act as the primary liaison between the LATAM team, Head Office in Canada, customers, distributors, and external partners including accounting and logistics firms.
- Work with local accounting services to process invoices, reconcile financials, and ensure proper documentation.
- Assist senior managers with annual budgeting, reporting, and departmental planning.
- Oversee department databases and maintain clerical accounting and administrative records as needed.
- Facilitate and lead internal meetings with LATAM stakeholders and contribute to cross-department collaboration to drive results.
- Participate in need to present at bi-weekly meetings (via Teams) with Head Office re: inventory/stock movement, sales order updates, etc.

Order & Inventory Management
- Record and manage sales orders using internal Excel logs and company systems, ensuring serial numbers and order details are accurate and up to date.
- Communicate order receipts and updates to Head Office to ensure consistent and accurate records across systems.
- Track order status and proactively update customers and internal teams on estimated delivery timelines.
- Maintain and monitor inventory levels across LATAM regions, placing timely purchase orders to replenish pumps and parts.
- Lead monthly physical inventory reconciliation processes to ensure accurate data between physical stock and system records.

Supply Chain & Logistics
- Oversee the import process of pumps and parts into Peru, Chile, and other Latin American regions, managing all logistics, customs, and local transport coordination.
- Resolve logistics issues efficiently and work with freight forwarders, customs brokers, and local partners to ensure seamless supply chain flow.

Repairs, Rentals & Services
- Coordinate work orders and maintenance tracking for repairs and servicing in Peru and Chile by liaising with the Vancouver team for official documentation and system updates.
- Oversee the rental inventory process in LATAM, managing invoicing, collections, and required parts for rental fleet operations.
- Maintain control of fleet availability and documentation for rentals not included in centralized reports.

Office Administration & Leadership
- Guide administrative operations and ensure all systems, processes, and tools are functioning effectively and securely.
- Prepare, review, and present operational reports, identifying areas for process improvement and enhanced organizational performance.
- Maintain and update policies, procedures, and training manuals for LATAM operations in alignment with company standards.
- Manage hiring, onboarding, and training of new administrative staff as required, including creation of personnel files and task delegation.
- Monitor staffing needs and forecast administrative capacity to meet growing regional demands.

What You Bring to the Table:

- Fluency in English and Spanish (spoken and written).
- Proven experience managing ERP, CRM, and Excel-based systems.
- High-level Excel proficiency (including pivot tables, formulas, and data analysis).
- Strong organizational, communication, and leadership skills.
- Confidence and assertiveness to lead processes, enforce procedures, and guide administrative staff.
- Experience working in industrial, heavy equipment, or manufacturing sectors is considered an asset.
- Demonstrated ability to manage multiple priorities, operate independently, and solve complex problems proactive