Data/Strategy Operations Specialist

BUSINESS OPERATIONS & AI SYSTEMS MANAGER

Finance & Bookkeeping • Automation • Internal Systems

Full-Time | Remote | Philippines

Compensation: Up to US$1,800 per month, depending on demonstrated experience and agreed responsibilities

ABOUT THE OPPORTUNITY

We are building Good Neighbors Wildlife and Wasp Problem, Canadian home-service brands serving Toronto and the Greater Toronto Area.

We are looking for a capable, resourceful person to work directly with the founder, Duane Lewis, to organize the business, maintain reliable financial records, and build the systems that connect our operations.

This is a hands-on role combining business operations, practical bookkeeping, AI automation and systems implementation.

We need someone who can understand what the business needs, recommend a practical approach, implement it and follow through. You should be comfortable working with numbers, technology and people—not simply completing isolated tasks from a daily checklist.

Other team members handle most customer calls. You may occasionally provide backup when they are unavailable, but answering phones is not the main purpose of this position.

FINANCE, BOOKKEEPING AND FINANCIAL ADMINISTRATION

You will help keep our financial information accurate, organized and useful for decision-making.

Responsibilities include:

• Maintain bookkeeping records in Xero, using approved account categories, tax settings and procedures.

• Prepare and track customer invoices, verify payments, monitor outstanding balances and coordinate payment reminders.

• Organize supplier bills, receipts, expenses, subscriptions and upcoming payment obligations. Prepare payments for approval rather than independently authorizing spending.

• Reconcile bank, card and payment-processor transactions against the accounting records. Investigate missing payments, duplicate entries, fees, refunds and other discrepancies.

• Keep Ramp expense records and supporting documents aligned with Xero, checking that integrations produce accurate results rather than assuming a successful sync means the books are correct.

• Keep each business’s records appropriately separated and assign costs to the correct business, category or job where applicable.

• Prepare clear summaries of cash available, money owed to us, upcoming bills, revenue and expenses. Flag unusual spending, overdue balances and missing information.

• Help track job profitability using agreed methods for labour, materials, travel, advertising and other relevant costs.

• Organize approved payroll inputs and prepare complete month-end and year-end records for accountant review.

You should understand the difference between a booking, an invoice, a payment and profit. We need someone who can spot when the numbers do not make sense and investigate why.

This is not a CFO or tax-advisory position. Specialist accounting decisions, tax filings and financial approvals remain with the founder and the appropriate professionals.

AI AUTOMATION, INTEGRATIONS AND INTERNAL TOOLS

You will help connect our software and reduce unnecessary manual work.

Platforms relevant to the role include CallRail, Ramp, Xero, customer and job databases, scheduling tools, websites and reporting systems.

Responsibilities include:

• Map how information should move between systems, establish where each record belongs and implement reliable connections.

• Configure existing integrations and build workflows using automation platforms, APIs and webhooks where appropriate.

• Connect inquiries, advertising sources, customer records, bookings, completed jobs, invoices and payments without creating duplicate or conflicting records.

• Build practical internal forms, dashboards, trackers, reports and lightweight tools.

• Implement AI-assisted workflows for information extraction, document processing, internal knowledge, reporting, draft communications and exception alerts.

• Test workflows before release, monitor failures, troubleshoot problems and document recovery procedures.

• Recommend whether to use an existing feature, configure an integration, build a lightweight solution or bring in specialist assistance.

Simply using AI to write text is not enough. You must be able to demonstrate working automations or systems you personally helped implement.

AI-assisted development is welcome, but you must understand, test and maintain what you deliver.

BUSINESS OPERATIONS AND ONLINE ADMINISTRATION

Help turn the founder’s priorities into organized work and completed projects.

Maintain task lists, procedures and concise progress updates. Identify inefficient processes, recommend improvements and follow through without constant reminders.

Train colleagues to use the systems you introduce and make sure procedures remain understandable as the team grows.

You may also help with approved website and business-profile updates, search-term reviews, keyword and negative-keyword maintenance, and checks on lead tracking and reporting.

Marketing changes must follow the company’s strategy and approval limits. You are not expected to independently redesign campaigns or change budgets without authorization.

OCCASIONAL CUSTOMER-SERVICE COVERAGE

When the usual phone staff are unavailable during your agreed coverage hours, you may need to answer a call, collect information, explain approved services and prices, book an appointment or arrange a callback.

You must communicate clearly and professionally in English and remain calm with concerned customers.

You will receive service information, pricing guidance and escalation procedures. Technical or safety questions should go to the appropriate technician or founder.

This is backup coverage—not a full-time call-centre or telephone-sales position. Your main responsibilities remain systems, finance and internal operations.

WHAT YOU NEED TO BRING

• Hands-on experience implementing automations, integrations or internal business tools.

• Practical bookkeeping or financial-administration experience, including invoices, expenses, reconciliations and financial records.

• Experience with Xero or comparable accounting software.

• Familiarity with an automation platform such as n8n, Make, Zapier or an equivalent, and an understanding of APIs, webhooks and structured data.

• Strong organization, attention to detail and dependable follow-through.

• Clear spoken and written English for working with the founder, supporting colleagues and occasionally assisting customers.

• The judgment to investigate problems, ask useful questions and distinguish decisions you can make from those requiring approval.

You do not need to be an expert in every platform. Demonstrated ability to learn, implement and troubleshoot matters more than listing dozens of software products.

Experience with home-service businesses, Google Ads administration, dashboards, SQL, scripting or technical project coordination is an advantage.

HOW WE WORK

Use company-controlled accounts and keep documentation, workflows and other work products accessible to the business.

Protect financial information, customer data and credentials. Follow agreed access and approval rules.

Payments, refunds, payroll changes, advertising budgets and new software commitments require the appropriate authorization. AI systems must not independently make sensitive financial or customer decisions.

Prefer dependable, maintainable solutions over unnecessary complexity.

WORKING ARRANGEMENTS

Approximately 40 hours per week, with an agreed schedule and reliable overlap with Toronto/Eastern Time.

Systems-building work, financial deadlines and occasional phone coverage will be planned around realistic priorities.

You need a reliable computer, stable internet, a headset, a quiet environment for occasional calls and a practical backup plan for internet and power interruptions.

HOW TO APPLY

Please provide:

1. Your résumé or relevant professional profile.

2. One or two examples of automations, integrations or internal tools you personally implemented. Explain the problem, your contribution and how you handled errors.

3. A description of your bookkeeping and financial-administration experience. Be specific about the tasks you handled yourself and the software you used.

4. Your expected monthly compensation in USD, availability for Toronto/Eastern Time overlap and earliest start date.

5. A brief description of your remote-work setup and backup arrangements.

Remove confidential information from all examples.

Shortlisted candidates will discuss their experience in a live interview and complete a short paid practical exercise using sample data covering systems implementation and financial accuracy. The interview will also include a brief customer-call scenario.

We are looking for a trusted, long-term team member who can keep the numbers organized, connect the systems, improve daily operations and turn business ideas into working processes.