Finance & Operations Administrator

As a vital member of Indiegraf the Finance & Operations Administrator plays a key role - combining approximately 60% bookkeeping and finance administration with 40% general administrative support to ensure our operations run smoothly. Youll work closely with our senior leadership team helping to shape internal communications and support the financial and operational backbone of our organization.

In this role youll be responsible for maintaining strong internal controls and financial processes while managing all aspects of the general ledger. Your insights will contribute to monthly quarterly and year-end financial reports and analyses directly supporting our CEO and finance team.

If youre looking to be part of a collaborative team where your contributions truly matter wed love to have you with us!

We are hoping to begin interviews by December 2025.

Key Responsibilities:

Bookkeeping / Finance Responsibilities:

• Recording Financial Transactions: Accurately recording daily transactions such as sales purchases receipts and payments in Quickbooks Online.
• Maintaining Financial Records: Organizing and maintaining financial documents including invoices receipts ledgers and bank statements.
• Managing Accounts Payable and Receivable: Tracking what the organization owes to vendors and what is owed by customers ensuring timely payments and collections. Review and process employee expense reimbursements.
• Month-end Process: prepare and post journal entries (accruals deferrals and adjustments) reconciles key balance sheet accounts including bank credit cards intercompany and prepaid accounts and ensures accurate expense cutoffs. Prepare supporting schedules and working papers review and reconcile payroll and related liabilities.
• Payroll & Commissions: Preparing employee payroll and submitting for processing including calculating wages withholding taxes and ensuring compliance with labour laws. Prepare and reconcile sales commission calculations ensuring accuracy and timely processing.
• Collaboration: Working with our finance team preparing necessary documentation for audits and tax filings. Work with and support other teams on finance-related activities and respond to internal and external financial inquiries to ensure accurate and timely information sharing.
• Maintaining Compliance: Ensuring that the organization adheres to financial regulations and standards.
• Administration: Providing administrative support as needed including data entry and filing.

General & Administrative Duties:

• Support CEO on scheduling and communications during high volume periods including travel arrangements and meeting preparation including agendas minutes decks and other materials.
• Monitor and distribute meeting minutes and ensure internal communications and action items are followed up on.
• Assist HR and hiring managers in the recruitment process by scheduling interviews and communicating with candidates. Maintain employee records including administering ESOP program and assist with onboarding new hires and benefits administration.
• Help coordinate employee events and training and development initiatives. Manage and maintain virtual office systems and processes including Slack and G Drive access and account hygiene contracts administration and user management.

Key Skills & Competencies:

• Strong understanding of accounting principles and practices.
• Critical thinking and confident decision-making with the ability to implement and improve internal policies and processes
• Proficient in G-Suite and Slack (including backend admin) QuickBooks Chargebee Plooto BambooHR LastPass Dext and Hubspot.
• Excellent attention to detail and exceptional organizational skills.
• Strong written and verbal communication skills with the ability to seek clarity as needed and to ensure that important communications are disbursed to relevant parties.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Ability to handle sensitive information with confidentiality.

In line with Indiegrafs company values we are seeking new team members who:

• love learning and sharing. We believe that constantly testing gathering data and listening to feedback drives innovation. You are willing to learn and share with humility and are obsessed with seeking feedback to refine your work.
• are committed to equity and is on a mission to change who owns media so that it better serves everyone. We want to work with people who are mindful of the power dynamics in everything they do and who contribute to an equitable work environment.
• are energized by growth. Creating new products and processes is your thing. Being part of a big ambitious vision excites you. Youre not afraid of change. You love taking chances and being accountable to goals.
• are always seeking ways to do things more is scaling a network of independent news outlets that can succeed in markets where traditional news models fail because they are more efficient. Our team is obsessed with replicability scalability and cost efficiency.
• value a healthy work are a mission-driven female-led company shaking up legacy news media dynamics. We work hard and unplug most weekends and during vacations. You want to contribute to a great culture that makes our team love Mondays. We are collaborative and strive to win together as a team.

Benefits of working for Indiegraf:

• Health and dental benefits after three months;
• Participation in Employee Stock Option Plan after three months;
• Flexible vacation and paid sick day policies;
• Professional development and advancement opportunities; and
• Commitment to an equitable collaborative and connected work environment that nurtures our teams well-being.

About Indiegraf:

Indiegraf helps independent newsrooms secure their future. As the operating system for local media we give publishers the tools technology and hands-on support to diversify their revenue deepen audience relationships and grow an industry where resources are tight our mission is simple but urgent: ensure that independent media can thrive without compromise.

Headquartered in Vancouver Canada we launched in May 2020 and now support publishers globally in English and Spanish. See below to learn more about Indiegrafs history and our founders vision.

• Read this storyto find out what inspires the Indiegraf team to do what we do.
• Peruse our weekly newsletterto read about how the news entrepreneurs we support are making an impact.
• Watch our co-founder Erin Millars five minute Newsgeist talk on why small is future of the media industry.

We are committed to being a diverse and inclusive company. We encourage candidates with a range of perspectives abilities backgrounds and experience to apply.

This job is fully remote with the possible occasional need for in-person gatherings in Vancouver. Applicants based anywhere in Canadaare welcome to apply.

Required Experience:

Senior IC