Job Description: Systems Specialist

Job Title

Systems Specialist

Department

Information Technology

Reports To

IT Manager / Head of IT

Job Summary

The Systems Specialist will be responsible for supporting, maintaining, and improving the company’s IT systems across all locations. This includes servers, networks, Active Directory, backups, endpoint protection, cloud services, user access, and key business applications.

This position requires someone who is hands-on, dependable, and able to troubleshoot issues across different areas of IT. The person must be comfortable working with users, vendors, and other IT team members to keep systems running smoothly and securely.

The Systems Specialist is also expected to be proactive. This means regularly checking system health, reviewing backups, monitoring security alerts, documenting work, and helping to prevent problems before they affect the business.

Key Responsibilities

Server and Systems Administration

• Manage and support Windows Server environments.

• Administer Active Directory, DNS, DHCP, Group Policy, file shares, and print services.

• Create, update, disable, and manage user accounts, permissions, and security groups.

• Ensure access is assigned based on job role, business need, and security policy.

• Monitor server performance, storage, services, event logs, and overall system health.

• Perform system updates, patching, maintenance, and configuration changes.

• Assist with server upgrades, migrations, replacements, and new deployments.

• Support virtualization platforms such as Hyper-V or VMware.

• Ensure servers are properly secured, licensed, documented, and backed up.

Veeam Backup and Disaster Recovery

• Manage and monitor Veeam Backup & Replication for company servers and virtual machines.

• Review backup jobs regularly and investigate failed, incomplete, or warning-status backups.

• Perform file-level, application-level, and full virtual machine restores when required.

• Test restores periodically to confirm that backups are working and usable.

• Maintain backup schedules, retention policies, and backup repositories.

• Monitor backup storage capacity and address space or performance issues.

• Help protect backup systems from unauthorized access and ransomware-related risks.

• Document backup jobs, protected systems, restore procedures, and test results.

• Assist with disaster recovery planning and recovery during major system failures or incidents.

Azure, Enterprise Antivirus, and Endpoint Security

• Manage enterprise antivirus and endpoint protection tools, including Microsoft Defender, Azure security tools, or other company-approved platforms.

• Ensure all company desktops, laptops, and servers have active antivirus and endpoint protection.

• Monitor antivirus alerts, malware detections, quarantined files, device health, and non-compliant systems.

• Investigate infected, suspicious, or vulnerable devices and take corrective action.

• Enforce endpoint security settings such as real-time protection, tamper protection, ransomware protection, cloud protection, and automatic updates.

• Assist with device enrollment, endpoint compliance, and security reporting.

• Work with IT support staff to ensure devices remain protected, updated, and properly managed.

• Keep records of antivirus alerts, actions taken, and endpoint security status.

Cybersecurity and Access Control

• Support the implementation and enforcement of company cybersecurity policies.

• Monitor systems for suspicious activity, failed logins, unauthorized access, malware, and unusual behavior.

• Assist with security investigations, containment, recovery, and documentation.

• Help enforce strong password policies, multi-factor authentication, and least-privilege access.

• Review user permissions to ensure employees only have access to what they need.

• Help secure administrator accounts, VPN accounts, service accounts, and other privileged access.

• Assist with controls around USB drives, external storage, unauthorized software, and risky device usage.

• Support patch management for servers, workstations, applications, and security tools.

• Identify security gaps and recommend practical improvements to reduce risk.

• Prepare security reports and document incidents, findings, and corrective actions.

Network and Infrastructure Support

• Support routers, switches, firewalls, VPNs, VLANs, Wi-Fi, and site-to-site connectivity.

• Assist with troubleshooting network outages, slow connections, and access issues.

• Support Ubiquiti/UniFi equipment, firewalls, managed switches, and other infrastructure.

• Help maintain network documentation, IP addressing, device inventory, and diagrams.

• Assist with VPN user management and secure remote access controls.

• Work with vendors and service providers to resolve internet, firewall, and network-related issues.

Business Application Support

• Provide technical support for the company’s key business systems.

• Support platforms such as ERP systems, POS systems, CCTV systems, access control systems, reporting platforms, document management systems, and other operational applications.

• Assist with user access, system configuration, troubleshooting, and vendor escalation.

• Work with software vendors to resolve issues and coordinate upgrades.

• Support system integrations where required.

• Ensure critical business systems are monitored, documented, and included in backup planning where applicable.

Cloud and Email Platform Support

• Assist with Microsoft 365, Google Workspace, Azure, and other cloud services used by the company.

• Manage user accounts, licenses, groups, email access, and basic cloud security settings.

• Support email security, spam filtering, authentication, and user access issues.

• Assist with cloud security controls, compliance checks, and reporting.

• Maintain documentation for cloud services, licenses, administrative access, and related procedures.

Documentation and Reporting

• Maintain documentation for servers, applications, network devices, backup systems, antivirus platforms, and procedures.

• Document system changes, incidents, outages, security concerns, and completed work.

• Create SOPs and technical guides for recurring IT tasks.

• Prepare reports on system health, backups, endpoint protection, incidents, and outstanding risks.

• Keep accurate records of licenses, warranties, support contracts, system ownership, and key technical information.

IT Projects and Improvements

• Assist with infrastructure projects, new site setups, server deployments, system migrations, application rollouts, and security improvements.

• Work with internal teams, vendors, and department heads to complete IT projects properly.

• Provide technical input on system design, reliability, security, and operational impact.

• Support testing, implementation, documentation, and post-deployment checks.

• Recommend improvements that can reduce downtime, improve security, and make IT operations more efficient.

Required Skills and Experience

• Strong knowledge of Windows Server, Active Directory, DNS, DHCP, and Group Policy.

• Experience managing users, permissions, security groups, and file shares.

• Experience with Veeam Backup & Replication or similar enterprise backup platforms.

• Experience supporting Microsoft Defender, Azure security tools, or enterprise antivirus systems.

• Good understanding of cybersecurity best practices, endpoint protection, patching, malware prevention, and access control.

• Experience with virtualization platforms such as Hyper-V or VMware.

• Understanding of firewalls, VPNs, VLANs, routing, switching, and wireless networks.

• Ability to troubleshoot server, network, workstation, and application issues.

• Ability to review security alerts, investigate issues, and document findings clearly.

• Good communication skills and the ability to work with both technical and non-technical users.

• Ability to stay calm and focused during outages, incidents, or urgent technical problems.

• Willingness to work after hours when required for maintenance, emergencies, or project work.