Inventory & Operations Coordinator
Department: Operations
Reports To: Operations & Finance Administrator
Position Type: Full-Time
Hours: 37.5 hours per week
Compensation: $27–$32 per hour, based on experience
Location: Edmonton International Airport, Alberta, on-site
About Indigenous Box
Indigenous Box is an Indigenous-owned e-commerce, gifting, and corporate solutions company based in Edmonton, Alberta.
We work with Indigenous-owned businesses across Canada to bring their products to customers, organizations, and communities through curated gift boxes, corporate gifting programs, seasonal subscription boxes, and our online store.
Our business is inventory-driven, with a broad supplier network, multiple product lines, corporate orders, assembly and fulfillment, and e-commerce operations all moving through the same systems.
We are continuing to strengthen our operational systems, processes, and team as we grow, and this role will play an important part in making sure inventory, product data, orders, purchasing requirements, and financial information stay accurate and connected.
Position Summary
The Inventory & Operations Coordinator is responsible for the day-to-day coordination of inventory, product and system data, procurement requirements, warehouse requirements, and corporate/customer box orders.
This position works closely with the Sales, Warehouse, Procurement, and Finance teams to ensure inventory and product information is accurate, customer requirements are clearly communicated, and products are available when needed.
This role is best suited to someone who already has hands-on experience working in an inventory-driven environment and is comfortable taking ownership of day-to-day inventory accuracy, product data, coordination, and follow-through.
The successful candidate will be organized, detail-oriented, dependable, comfortable working extensively with inventory management and operational systems, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Inventory Management
- Maintain accurate inventory information within the company’s inventory management and operational systems.
- Monitor inventory levels and identify shortages, discrepancies, negative inventory, or unusual variances.
- Coordinate and participate in regular inventory counts and cycle counts.
- Investigate inventory discrepancies and work with the Warehouse team to identify and resolve issues.
- Ensure inventory receipts, transfers, adjustments, allocations, and other movements are accurately recorded.
- Track inventory allocated or required for specific customer and corporate orders.
- Communicate inventory concerns, shortages, and unresolved discrepancies to the appropriate team members.
- Support inventory organization and accuracy throughout the warehouse.
- Follow inventory discrepancies through to resolution or escalation.
- Investigate material discrepancies before transactions are finalized or moved forward.
Product & System Data Management
- Maintain the day-to-day accuracy of operational product and inventory data.
- Create and maintain product records, SKUs, variants, units of measure, inventory settings, bills of materials, recipes, kits, bundles, and related operational information.
- Ensure bills of materials and assembly requirements accurately reflect how products and boxes are produced.
- Maintain accurate and consistent product information across Katana, Shopify, and other connected operational systems.
- Identify inconsistencies between systems and coordinate corrections.
- Work with Sales, Procurement, Finance, Warehouse, and leadership to confirm required product information and costs.
- Maintain consistent standards for how product and inventory information is entered and managed.
- Investigate product-data issues that affect inventory accuracy, purchasing, production, fulfillment, or financial records.
- Help ensure system information is complete and reliable enough for other teams to use in their work.
Corporate & Customer Order Coordination
- Work closely with the Sales team to coordinate inventory requirements for corporate and customer box orders.
- Review upcoming orders and confirm product availability and inventory requirements.
- Track inventory requirements for upcoming box builds and fulfillment deadlines.
- Identify potential shortages or inventory concerns before scheduled assembly.
- Communicate product availability, shortages, substitutions, lead times, and other inventory concerns to Sales and Operations.
- Coordinate changes to customer box requirements and ensure updated information is communicated accurately to the Warehouse team.
- Help ensure the correct products and quantities are available for scheduled box builds.
- Maintain organized records of inventory requirements associated with customer and corporate orders.
- Provide Sales with timely and accurate inventory information to support customer commitments.
Warehouse Coordination
- Work closely with Warehouse staff to coordinate upcoming inventory and box-building requirements.
- Provide accurate information regarding products and quantities required for customer orders.
- Coordinate inventory availability for scheduled box assembly and fulfillment.
- Help ensure products are correctly identified, located, and available when required.
- Investigate and communicate receiving, inventory, or product discrepancies.
- Support an organized and accurate inventory environment.
- Help coordinate priorities when multiple customer or corporate orders are being prepared.
- Ensure changes in order requirements, inventory availability, or priorities are clearly communicated.
This role is primarily focused on inventory systems and operational coordination rather than warehouse labour, but it works closely with the Warehouse team and within the operational environment.
Procurement Coordination
- Coordinate with Procurement regarding inventory requirements and upcoming customer orders.
- Communicate anticipated inventory shortages and purchasing needs in a timely manner.
- Provide accurate quantities and required timelines for products and supplies needed for customer and corporate orders.
- Monitor outstanding purchase orders and expected delivery dates as they relate to inventory requirements and upcoming orders.
- Communicate changes in customer orders or inventory requirements to Procurement.
- Follow up on expected deliveries and communicate delays or issues that may impact customer orders.
- Work collaboratively with Procurement, Sales, and Warehouse to ensure required inventory is available when needed.
- Escalate urgent inventory requirements or potential supply issues.
Purchasing decisions, purchase order approvals, supplier negotiations, and primary vendor relationship management remain with Procurement/Finance and leadership.
Previous procurement experience is not required. The ability to communicate inventory requirements clearly and work collaboratively with Procurement is more important.
Finance & Inventory Reconciliation
- Work closely with Finance to support accurate inventory and financial records.
- Provide information and documentation required for inventory reconciliation.
- Investigate differences between physical inventory and system records.
- Identify receiving, quantity, costing, or inventory discrepancies that may affect financial records or inventory costing.
- Support month-end close by providing inventory information, investigating discrepancies, and completing inventory-related reconciliation activities as required.
- Maintain organized inventory and customer-order documentation.
- Provide accurate inventory information to Finance as required.
- Help resolve situations where operational inventory information does not agree with supporting financial or operational records.
Qualifications & Experience
- At least 3 years of hands-on experience in inventory control, inventory coordination, order management, production coordination, supply chain operations, or a similar inventory-focused role.
- Hands-on experience using an ERP, inventory management system, MRP, warehouse management system, or comparable operational software.
- Experience completing inventory transactions such as receipts, transfers, adjustments, and allocations.
- Experience investigating inventory discrepancies and reconciling system information with physical inventory.
- Experience coordinating inventory requirements against customer orders, production requirements, or fulfillment needs.
- Experience working with SKUs, product records, bills of materials, kits, bundles, assemblies, or similar product structures.
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Strong working knowledge of Microsoft Excel, including sorting, filtering, comparing lists, and working with operational data.
- Strong communication and interpersonal skills.
- Ability to work effectively with both office and warehouse teams.
- Ability to manage multiple tasks and changing priorities.
- Reliable, dependable, and willing to take ownership of responsibilities and follow issues through to completion.
Experience with Katana MRP, Shopify, or similar systems is an asset.
Experience in e-commerce, wholesale, distribution, manufacturing, assembly, fulfillment, or another inventory-intensive environment is an asset.
Key Competencies
Accuracy & Attention to Detail
Maintains accurate inventory and product information, notices inconsistencies, and investigates discrepancies promptly.
Systems Thinking
Understands how inventory, product data, customer orders, purchasing, receiving, production, warehouse activity, and financial records affect one another.
Organization & Follow-Through
Keeps inventory information, customer requirements, deadlines, and documentation organized and follows issues through to completion.
Communication & Teamwork
Communicates clearly and works effectively with Sales, Warehouse, Procurement, Finance, and other team members.
Problem Solving & Accountability
Investigates inventory, product-data, and order issues, identifies likely causes, and takes responsibility for resolving or escalating them appropriately.
Adaptability & Continuous Improvement
Manages changing priorities while identifying recurring errors, process gaps, and opportunities to improve inventory accuracy and operational coordination.
What Success Looks Like
Success in this role means:
- Inventory records are accurate, current, and increasingly reflect physical inventory.
- Product records, SKUs, bills of materials, and other operational data are accurate and consistently maintained.
- Inventory and operational systems provide reliable information that teams can use with confidence.
- Inventory discrepancies are identified, investigated, and resolved or escalated promptly.
- Sales has accurate and timely information about product availability and inventory concerns.
- Corporate and customer order requirements are clearly communicated to the Warehouse team.
- Products needed for upcoming box builds and customer orders are identified early and available when needed.
- Inventory shortages are communicated to Procurement with enough time to respond.
- Expected deliveries are monitored and potential delays are identified before they impact customer orders.
- Finance receives accurate inventory information and supporting documentation for reconciliation and costing.
- Sales, Warehouse, Procurement, and Finance have reliable information to keep orders moving smoothly.
- The Coordinator develops strong working knowledge of our products, inventory, systems, and workflows and becomes a dependable source of operational information across the organization.
Working at Indigenous Box
This role is an opportunity to contribute to an important mission: helping more people discover and support Indigenous-owned businesses across Canada.
We are a small, growing team and value people who are hungry, humble, and thoughtful. We are looking for someone who takes ownership of their work, works well with others, and approaches Indigenous communities, businesses, and perspectives with respect and openness.
Pay: $27.00-$32.00 per hour
Expected hours: 37.5 per week
Benefits:
- Casual dress
- Employee assistance program
- Extended health care
- On-site parking
Application question(s):
- Do you have hands-on experience using an ERP, inventory management system, MRP, warehouse management system, or similar operational software as part of your regular job responsibilities?
- Are you able to work on-site at Edmonton International Airport, Alberta for this full-time position?
- Which inventory, ERP, MRP, warehouse management, e-commerce, or related operational systems have you used, and what were you personally responsible for doing in them?
- Imagine the inventory system shows 120 units of a product, but the physical inventory is 96 units. Sales is asking whether they can commit 100 units to a customer order. Briefly describe what you would do.
- Can you reliably commute to the Edmonton International Airport for work?
Experience:
- inventory control / inventory management: 3 years (required)
Work Location: In person
