Finance & Operations Administrator
Edmonton, AB (Full-Time, In-Person with opportunity for Hybrid) | $25–30 per hour, depending on experience | Group Benefits Plan
About Indigenous Box
Indigenous Box is a leading Indigenous-owned gifting and procurement company based in Edmonton, Alberta. We help individuals, organizations, and businesses discover and purchase products from Indigenous entrepreneurs across Turtle Island through curated gift boxes, subscriptions, corporate gifting programs, and Indigenous procurement solutions.
Our mission is to create meaningful economic opportunities for Indigenous businesses while delivering exceptional products and experiences to our customers. We are a growing, fast-paced company that values collaboration, accountability, continuous improvement, and building strong relationships.
Position Summary
The Finance & Operations Administrator owns our day-to-day bookkeeping and accounts payable/receivable — entering and reconciling transactions in QuickBooks Online, keeping vendor payments and customer invoicing on schedule, and ensuring our books are accurate and current. This frees up our fractional controller and CFO to focus on review, reporting, and forecasting rather than data entry.
Beyond finance, this role also supports broader administrative and operational coordination — helping information move between Sales, Operations, Procurement, and Finance, and ensuring tasks and documentation don’t fall through the cracks as the company grows.
Key Responsibilities Finance & Accounting Administration (Primary Focus)
- Own day-to-day bookkeeping in QuickBooks Online — entering transactions, categorizing expenses, and keeping accounts reconciled and current.
- Own accounts payable: process vendor invoices and ensure payments go out on time, every time.
- Own accounts receivable: prepare and send customer invoices, track outstanding balances, and follow up on overdue payments.
- Manage accounting inboxes, including invoices, receipts, statements, and vendor communications.
- Prepare and organize documentation required for month-end close and reconciliations.
- Ensure purchase orders, invoices, receipts, and supporting documentation are complete and properly recorded.
- Coordinate with the company’s fractional controller and CFO — providing complete, accurate, and timely books and documentation for review, reporting, and forecasting.
Administrative & Operational Coordination
- Manage and triage shared inboxes, ensuring requests are addressed or routed appropriately.
- Track tasks, follow up on outstanding items, and help ensure commitments are completed.
- Coordinate information between Sales, Operations, Procurement, Customer Service, and Finance.
- Identify missing information, unresolved issues, or workflow bottlenecks and proactively follow through to resolution.
- Support scheduling, meeting preparation, and general administrative coordination.
Sales, Order & Procurement Support
- Support administration of B2B, corporate gifting, subscription, and e-commerce orders, including draft orders and supporting documentation.
- Coordinate customer requirements, shipping information, approvals, and special instructions.
- Support purchase order workflows, supplier communications, and vendor record maintenance.
- Maintain organized records of customer communications, order notes, and fulfillment requirements.
Information, Systems & Process Improvement
- Maintain organized and accurate records across SharePoint and business systems, and support data accuracy across Shopify, Katana, Pipedrive, QuickBooks Online, and related platforms.
- Investigate and resolve data discrepancies where appropriate.
- Assist in documenting and improving internal processes and workflows, and support special projects as needed.
Qualifications
- 3–5 years of full-cycle bookkeeping experience (AP/AR, reconciliations, month-end close) in QuickBooks Online or similar software.
- Experience owning vendor payments and customer invoicing — keeping AP/AR current and on schedule.
- Strong organizational skills and attention to detail.
- Demonstrated ability to manage multiple priorities and follow tasks through to completion.
- Strong written and verbal communication skills.
- Experience working across multiple teams and stakeholders.
- Proficiency with Microsoft 365, including Outlook, Excel, Teams, and SharePoint.
- Familiarity with CRM systems, ERP systems, or e-commerce platforms is considered an asset.
- Comfortable working in a dynamic and evolving business environment.
Core Competencies
- Ownership — takes responsibility for tasks and follows through without requiring repeated direction.
- Organization — maintains clarity, structure, and accuracy across multiple workflows.
- Communication — communicates professionally, clearly, and respectfully with internal and external stakeholders.
- Attention to Detail — produces accurate work and maintains high standards for documentation and record keeping.
- Adaptability — remains effective in a fast-paced environment where priorities may evolve.
Compensation & Schedule
- $25–30 per hour, depending on experience
- Full-time (37.5 hours per week)
- Group benefits plan
- In-Person position based at Edmonton International Airport, Alberta
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $25.00-$30.00 per hour
Benefits:
- Casual dress
- Employee assistance program
- Extended health care
- On-site parking
- Store discount
Work Location: In person
