Operations and Executive VA*

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: TYPE OF WORK

Full Time

: SALARY

$6-10 CAD

: HOURS PER WEEK

40

: DATE UPDATED

Aug 5, 2026

JOB OVERVIEW

This is a key opportunity to become the operational lead of an established Canadian Managed IT Services Provider with more than **25 years** in business.

We're building an AI-first company where technology handles repetitive work, exceptional people solve problems, and great systems allow us to scale without adding unnecessary overhead.

Your mission is to gradually take ownership of the day-to-day operations of our business so the founder can focus on growth, partnerships, new clients, strategic initiatives and expanding the company.

If you're someone who naturally improves systems, loves organization, embraces AI, communicates exceptionally well, and enjoys taking ownership, we'd love to meet you.

---

# About Gravity Computers

Gravity Computers has been helping businesses succeed through technology for more than **25 years**.

We've built our reputation by delivering exceptional customer service, trusted advice, and long-term relationships with our clients.

Today we're entering our next stage of growth.

We're redesigning our company around AI, automation and operational excellence—not to replace people, but to eliminate repetitive work so our team can focus on delivering greater value to our clients.

We believe:

* Clients always come first.
* Great systems outperform heroics.
* AI should eliminate repetitive work—not people.
* Continuous improvement is everyone's responsibility.
* We hire people who think like owners.

We're building a company designed to grow for decades, and we're looking for someone who wants to grow with us.

---

# Your Mission

Become the operational heartbeat of our company.

Your success will be measured by one thing:

**How much you remove the founder from day-to-day operations while improving operational efficiency and financial accuracy.**

Every month our systems should become better.

Every month the business should rely less on the founder.

---
Work Schedule
This is a full-time remote position (40 hours per week).
While we offer flexibility in when you work, collaboration with our clients and team is essential.
Requirements:
Monday to Friday
Flexible working hours
*****A minimum overlap of 4 hours with Pacific Time (Vancouver, Canada) is required ****
*****An overlap of 6–8 hours is strongly preferred*****
During your overlap, you must be available for client communication, meetings, collaboration with the founder, and coordination with our technical service team.

We care far more about results, responsiveness and ownership than watching the clock.
# Your Responsibilities

## Client Success

Become the primary operational contact for our clients.

Responsibilities include:

* Respond professionally to client inquiries
* Coordinate between clients, vendors and our technical service team
* Ensure requests never fall through the cracks
* Track projects and follow-ups
* Keep clients informed proactively
* Escalate only decisions requiring founder involvement
---

## Operations Management

Responsibilities include:

* Manage the founder's inbox
* Prioritize emails and action items
* Schedule meetings
* Prepare the weekly Operations Report
* Track company priorities
* Monitor our Kaseya platform
* Ensure support tickets progress appropriately
* Maintain documentation
* Track contracts and renewals
* Maintain accurate client records
* Improve operational workflows
* Coordinate communication between clients, vendors and the service team

---

## Billing & Accounting (Core Responsibility)

Financial accuracy is one of the most important parts of this role.

Responsibilities include:

* Review Microsoft 365 licence counts before billing
* Verify distributor invoices through Ingram Micro
* Reconcile hardware and software purchases
* Prepare accurate client invoices in Wave Accounting
* Process incoming payments
* Match deposits
* Monitor Accounts Receivable
* Follow up professionally on overdue invoices
* Respond to billing inquiries
* Review company credit card transactions
* Identify discrepancies or potential fraud
* Coordinate with our accountant

Accuracy matters.

Client trust depends on it.

---

## Vendor & Procurement

* Source pricing
* Coordinate purchasing
* Track vendor orders
* Verify deliveries
* Manage licensing
---

## Recruitment & Team Growth

Help us build an exceptional team.

Responsibilities include:

* Manage candidates through HiringSteps
* Coordinate interviews
* Communicate with applicants
* Assist with hiring decisions
* Coordinate onboarding
* Continuously improve our hiring process

---

## AI & Continuous Improvement

AI is expected to be part of your everyday work.

We expect you to continually identify opportunities to:

* Automate repetitive work
* Improve operational processes
* Increase efficiency
* Reduce manual effort
* Improve documentation
* Build scalable systems

The objective isn't simply completing today's work.

The objective is building a better company every month.
---

# Success Metrics (KPIs)

Your performance will be measured by objective results.

* **99%+ billing accuracy**
* **All monthly invoices sent by the 22nd**
* **Accounts Receivable maintained below 15 days**
* One documented automation implemented every month
* One SOP created or improved every month
* Weekly Operations Report completed every Tuesday for our Wednesday Operations Meeting
* High client satisfaction
* Reduced founder involvement in daily operations

---

# Required Experience

Applicants must have:

* **2+ years bookkeeping or accounting experience (required)**
* **2+ years in operations, administration, office management or client success**
* Excellent spoken English with confident verbal communication
* Excellent written English
* Comfortable communicating professionally with Canadian clients by phone, Microsoft Teams and email
* Strong organizational skills
* Excellent attention to detail
* Experience using AI tools to improve productivity
* Ability to work independently with minimal supervision

---

# Bonus Experience

Experience with any of the following is considered an asset:

* Managed IT Services (MSP)
* Wave Accounting
* Microsoft 365
* SharePoint
* Kaseya or another PSA platform
* Ingram Micro
* Vendor invoice reconciliation
* ChatGPT
* Claude
* Microsoft Copilot
* Workflow automation platforms

---

# Who You Are

You are someone who:

* Takes ownership
* Solves problems before being asked
* Thinks several steps ahead
* Notices details others miss
* Stays calm under pressure
* Communicates professionally
* Loves organization
* Enjoys building systems
* Embraces AI
* Continuously improves everything around you

If you need constant direction, this probably isn't the right role.

---

# Where We're Going

We're building a company designed to scale.

Our roadmap is simple.

**Stabilize,Market, Scale,Expand**

First, we build world-class operations.

Next, we build a predictable marketing and growth engine.

Then we standardize every repeatable process through documentation, AI and automation.

Finally, we replicate that proven operating model as we continue to expand.

We're looking for someone who wants to build a career—not simply work a job.

As the company grows, our leaders grow with it.

---

# What Success Looks Like After 12 Months

One year from now:

* Clients know you as their primary operational contact.
* Monthly billing runs accurately and on time.
* Accounts Receivable stays under control.
* The founder rarely manages the inbox.
* Vendors and the technical team work through you.
* Hiring follows documented processes.
* AI is automating work that was previously manual.
* Our systems are significantly stronger than when you joined.
* The business operates smoothly without depending on the founder for daily operational decisions.

---

# Compensation

* depending on experience
* Full-time (40 hours/week)
* Flexible schedule with a minimum four-hour overlap with Pacific Time

### Performance Bonuses

As your impact grows, so does your compensation.

In addition to your base pay, you'll be eligible for performance bonuses based on:

* KPI achievement
* Billing accuracy
* Accounts Receivable performance
* Client satisfaction
* Operational improvements
* AI automation initiatives
* Leadership
* Company growth

Annual compensation reviews provide opportunities for promotions, increased responsibility and salary growth.

---

# Career Path

This role is designed to grow into leadership.

Potential future opportunities include Operations Manager.

We promote from within whenever possible.

---

# Hiring Process

We believe hiring should be fair, objective and based on demonstrated ability.

We use **HiringSteps** as part of our recruitment process.

Our hiring process includes:

1. Apply through HiringSteps using the link ----------
2. Complete the required assessments.
3. Selected candidates will participate in a video interview.

**Please note:** Applications submitted outside of HiringSteps will not be considered. ----------

SKILL REQUIREMENT

Financial Accounting Email Management Operation Management

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Operations and Executive VA*

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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