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 be 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 Inventory/Admin Specialist position is responsible for directly overseeing all inventory control systems. Performs verification of required documentation and product counts for intake by conducting daily inventory audits and tracking the distribution of products. Responsibilities also include accounting and reporting inventory, waste, and damages while ensuring compliance with company policies and procedures. Maintain product data, rectify miscalculations, review and analyze the results of operations, and recommend necessary improvements. 

Inventory Responsibilities

• Learn the ins and outs of D365 Business Central and manage the system as a whole while also monitoring the tasks of direct/dotted line reports 
• Perform product inspection for defects, batch numbers, correct labeling 
• Utilize information systems to process reports and forms and maintain the finished inventory as required
• Perform audits and cycle counts of the finished product
• Monitors and maintains current inventory levels; processes purchasing orders as required; tracks orders and investigates problems.
• Records purchases, maintains the database, perform a physical inventory count, and reconciles actual stock count to computer-generated reports.
• Analyze the usage of raw materials and output of finished products while examining the levels of supplies and raw materials to determine shortages.
• Document daily deliveries and shipments, while maintaining the accuracy of outbound orders, and staying compliant with state regulations
• Prepare detailed reports on inventory operations, stock levels, and adjustments.
• Perform daily analysis to predict potential inventory problems.
• Create policies, procedures, and inventory SOPs of best practices
• Be proactive in advising key players of any inventory concerns
• Submitting all EOM reports for the previous month, and EOY reports are submitted to the controller by the 3rd of the preceding month.
• Develop and implement procedure improvements for peak efficiency and team performance.
• Maintain org charts for your inventory team, ensuring each team member understands their role and expectations. 
• Oversees the inventory team including their performance reviews, timesheets, and time off requests
• Work directly with each inventory team member to ensure all company policies and procedures are followed.
• Establish goals objectives, and monitor and KPIs for your team members
• Oversees the recruitment and training of new inventory employees.

Accounting Responsibilities

• Manage different accounting functions in Quickbooks, Business Central, and Leaftrade.
• Monthly reconciliations between Quickbooks Online, Business Central, Leaftrade, etc
• 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 and discrepancies or corrections approved by the National Accounting Manager or Controller.
• 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