Accounting / Inventory Specialist

About Timeless Select LLC

Timeless was founded in 2013 with the vision of creating a Leading Lifestyle Brand around Cannabis products that are efficient, safe & discreet to use. Our passion for R&D and brand building has led Timeless to become one of the most innovative brands in the market. 

Community, Culture, and Legacy are the building blocks of what we do at Timeless. We always have and will continue to work with local businesses, artists, charities, and dispensary partners to support the movements that we believe impact our industry and world for the better. 

About the role

The Accounting Specialist role acts as a liaison between Accounting, Sales, and Distribution, facilitating smooth communication and workflow. Responsibilities include maintaining compliance documents, updating sales dashboards, and managing digital and paper documentation. The accounting tasks range from data entry and invoice clearance to monthly reconciliations and collections management. The inventory tasks involve assisting with counts, managing returns, and ensurnig compliance with all state laws. Overall, the positon requires meticulous attention to detail and effective collaboration across various functions. 

General Responsibilities:

• Liaison between Accounting, Sales, and Distribution to confirm payments, special requests, and orders received to help create a smooth workflow.
• Maintain compliance documents for existing accounts.
• Daily updates for the sales boards and trackers
• File Management, organizing, and maintaining digital copies and paper documents

Accounting Responsibilities:

• Enter credit memos in both Quickbooks Online and Business Central. 
• Clear invoices through Quickbooks Online, Business Central, and Leaflink. 
• Monthly reconciliations between Quickbooks Online, Business Central, Leaflink, and Standard Farms. 
• Lead the collection efforts of all past due accounts; and coordinate with the General Manager on accounts that are severely delinquent. 
• Provide regular updates to the National Accounting Team and General Manager on payments that have been collected and those that are past due. 
• Participate in Bi-weekly National Accounting Team Meetings, providing updates and seeking guidance when needed.
• Process sales and coupon reports provided by the customer, as well as discrepancies or corrections approved by the Revenue Manager and/or Controller
• Process order requests, monthly samples, and promotional requests received directly from the customer and sales reps.
• Credit Note Management - processing sales and coupon reports provided by the customer, as well as discrepancies or corrections approved by the National Accounting Manager or Controller. 

Inventory Responsibilities:

• Assist with inventory counts and organization.
• Manage all returns and products to be destroyed in accordance with state compliance laws.
• Create custom menus within Leaflink and update menus accordingly.
• Maintain inventory sheets or information systems.
• Creation of invoices and Manifests, ensuring all information is accurate and compliant with federal and state laws.
• Create and update inventory product items in LeafLink for all Timeless Brands in addition to any umbrella companies acquired.
• Add new customers/accounts to Leaflink. Update existing contact information, delivery instructions, and customer tier status.
• Responsible for all consumable intake items to be in accordance with state compliance laws.
• Conduct random inventory audits at your discretion

Department Information

Reports to:

• General Manager of Ohio
• National Accounting Manager / Controller

Candidate Qualifications

Skills

• Proficient use of Quickbooks Online.
• Experience with Microsoft Dynamics Business Central desired.
• Proficient in G-Suite/MS Office (Excel/Sheets).
• Excellent oral and written communication skills.
• Has the ability to meet deadlines and an aptitude for timeliness.
• Exceptional organizational skills and attention to detail.  

Experience

• 2+ years experience with Quickbooks Online or Desktop
• 2+ years experience with bookkeeping 
• 2 - 3 years experience with collections or accounts receivable
• 3+ years experience working in an administrative role

Educational Background / Certificates

• Bachelor's Degree in a related field of study (preferred)

Additional Qualifications

• Cannabis industry experience (preferred)
• ERP system experience / Microsoft Dynamics Business Central (preferred)

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job:

• Must be able to sit or stand for extended periods of time
• Must be able to endure repetitive hand movements (typing) for up to 10 hours per day
• Must be able to lift up to 50 - 75lbs

Full-Time Benefits

Insurance Benefits: 

Available on the 1st of the month following 60 days of employment:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Short Term Disability
• Long Term Disability
• AD&D Life Insurance
• $20,000 Company Provided Basic Life Insurance

Time Off Benefits: 

• A minimum of 10 paid holidays each calendar year
• Sick time - available after 90 days of employment
• Vacation time - available after 1st year of employment 
• Paid Parental Leave - available after 1st year of employment

Bonus Opportunities:

• Annual Performance-Based Bonus (pro-rated for full-time start date)
• Employee Referral Bonuses - eligible after 90 days of employment

Additional Perks:

• Employee discount on website merchandise
• Positive Cannabis Culture